NSAR is a not-for-profit membership organisation within the rail sector having strong links to government, employers, training providers, colleges and universities. We work collaboratively with the transport industry and key stakeholders to provide advice and practical support to help build effective skills strategies, facilitate a modern qualification framework and apprenticeship programme to increase skills and competencies.
We are seeking a proactive and motivated Executive Assistant and Office Manager to join our small team to support our CEO and the wider Senior Management team.
Executive PA Responsibilities:
Providing secretarial and administrative support to the CEO;
Arranging travel, visas and accommodation and, occasionally, travelling with the CEO to take notes or dictation at meetings or to provide general assistance during presentations;
Extensive diary management for the CEO and wider NSAR Senior Management team;
Email management, and composing correspondence on behalf of the CEO;
Carrying out background research and presenting findings to the CEO and wider NSAR Senior Management team;
Organising and attending meetings and ensuring the CEO is well prepared for meetings;
Organising and attending Board/Senior Management meetings. Create and distribute the agenda, minute taking, distribution of action plan.
Operating the Reception area, meeting and greeting visitors ;
Screening phone calls, enquiries and requests, and handling them when appropriate. Arranging conference calls where required;
Office management; liaising with suppliers, building management; handling office maintenance, liaising with vendors and ensuring the smooth running of the office;
Management of office supplies such as stationery, refreshments etc, and replenishing as required;
Dealing with all incoming emails and post, responding to routine correspondence;
Devising and maintaining office systems, including data management and filing;
Producing documents, briefing papers, reports and presentations;
Arranging events, sourcing venues, booking hospitality and any other ad hoc duties related to these events;
Liaising with stakeholders, members and clients, assisting them where appropriate;
Ensuring meeting rooms are adequately prepared for meetings in a timely and professional manner;
Act as Health and Safety champion (including Fire Warden duties, and acting as First Aid Appointed Person);
Managing petty cash;
Working collaboratively with the rest of the NSAR team to prioritise business and information needs;
To undertake any other duties at the request of a manager which are commensurate with this role;
Undertake ad hoc reports and administrative duties for the wider NSAR team as required.
Personal attributes:
Excellent attention to detail, and thorough administrative skills;
Demonstrable customer care skills with a customer centred approach to problem solving;
Able to work on own initiative and as part of a small team;
Excellent literacy and numeracy;
Discretion and political sensitivity;
Self-motivation, commitment and enthusiasm and the ability to work calmly under pressure;
Excellent IT skills with a good working knowledge of Outlook, Word, Excel, Powerpoint and use of Internet;
Credibility and integrity and an ability to be an effective ambassador for the organisation;
Strong attention to detail;
Excellent planning, prioritising, organisation and time management skills.
The role is Hybrid with up to 4 days per week in the office in Vauxhall.
Job Types: Full-time, Permanent
Pay: From 45,000.00 per year
Benefits:
Company events
Company pension
Life insurance
Work from home
Experience:
PA/Executive assistant : 2 years (preferred)
Work Location: In person
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