Executive Personal Assistant to CEO

To provide executive support to the Managing Director on general administration, governance, fundraising, business development; and coordinate administrative support to the wider team on HR, procurement and general administration.

The MD Assistant’s role is pivotal in this process as she/he will support the Senior Management Team in the design and implementation of the transformation journey to which we are committed. Like many similar organisations Dikeamo depends upon the inspired commitment of a diverse range of staff, associates, and freelancers. The MD Assistant will need to be both skilled and experienced coordinating a wide range of activity across this diverse team.

**General Administration**
- Meeting management: scheduling and setting up internal and external meetings including agenda management, minute taking, action tracking and relevant communication.
- Diary and calendar management: supporting the Managing Director and Trustees, and administration of all shared calendars.
- Information management: management of electronic and paper filing systems including structure, access, policy, quality control and data protection.
- HR/recruitment support: providing administrative support on all aspects of HR and recruitment, including coordination of staff and freelancers and supervision.
- Procurement: supporting all teams on procurement through research, obtaining quotes, following up on orders/invoices, and ensuring compliance with procurement policy and best practice.
- General office duties as required and provision of backup cover/holiday support to ensure the effective running of the office.
- Assist with all marketing and social media requests (designing of website, signatures, business cards, logos etc with external service provider)
- Format all reports and presentation requests.
- Prepare and design proposal reports and presentation templates for newsletters, correspondence, information packs etc.
- Assist with all personal matters and requests from the MD as and when required.
**Skills And Experience**
- Business Administration
- Project management
- Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social
- Media web platforms.
**Preferred Qualification**
- Secretarial Diploma or equivalent BCom Business Administration and Project Management
**Experience Required**
- At least five years as an executive personal assistant
**Governance Compliance**
- Policies and processes: working with policy owners to review and develop policies and processes across the operation, coordinating review and consultation exercises, communicating revised documents, overseeing version control, coordinating compliance related record keeping and reporting
- Provide other governance support as agreed with the Managing Director.
**Business Development Support**
- Network mapping: coordinate the collation and mapping of existing contacts and partners, building on existing databases and tools.
- Network development: identify potential new contacts and partners in line with strategic objectives, coordinate initial contact and/or develop relationships.
- Innovation: collate business development ideas, support the research and development of potential projects, develop/coordinate processes for feedback on new ideas and supporting implementation of pilot projects.
- Project support: provide research, development and reporting support on specific projects in line with Dikeamo's business plan as required by the Managing Director.
**Person Specification**
- has experience in a busy, diverse and demanding role, demonstrating strong organisational skills, ability to plan and prioritise a complex workload, and meet deadlines
- has experience in coordinating activity within a team
- has some experience of coordinating
- preparation for and outputs from Board or senior level meetings
- has a proactive approach, ability to work on your own initiative, and be assertive in order to see tasks through to completion
- has the ability to find innovative approaches to challenges
- has some resource and project management experience
- has some analysis and research experience
- has the ability to work through flexibly and collaboratively in a small team environment to meet changing organisational requirements
- has strong interpersonal skills and the ability to establish and develop effective relationships
- has excellent written and verbal communication, presentation and influencing skills, and excellent attention to detail
- has strong IT skills including confidence in the use of Microsoft Office (Outlook, Word, Excel and PowerPoint)
- has an understanding and experience of data protection requirements
- an understanding of how to handle sensitive situations and the need for confidentiality
- preferably has some experience of working in a social enterprise, community or voluntary organisations (desirable), or at least an interest in social enterprise
- demonstrates good humour, patience and empathy when req