Job Description

WIG is looking for a confident and resilient Personal Assistant to provide high-level administrative and organisational support to our CEO. Often acting as a crucial link between the executive and other staff, members, and stakeholders, you will have strong interpersonal skills and an ability to liaise effectively with individuals at all levels. You will be adept at handling a wide range of tasks with a pro-active approach to ensure the executive's day runs smoothly and efficiently, allowing them to focus on strategic priorities.

Diary management and gatekeeping

T

ake ownership of the CEO's calendar, delivering sophisticated diary management, troubleshooting conflicts, and ensuring day-to-day engagements align with the CEO's priorities and objectives. Be the primary point of contact for internal and external stakeholders concerning matters related to the CEO, managing requests that come into the Executive Support inbox and when asked, the CEOs inbox.

Meeting and travel coordination

You'll manage the Executive Support calendar, working with the Planning and Governance Lead to schedule organisation-wide meetings that require CEO attendance, support the preparation of agendas and take minutes where appropriate. You will liaise with internal counterparts to collate and prepare any reports, pre-reading materials or information and presentations. You will be responsible for all the logistics for travel, overseeing all travel details, booking accommodation, transport and flights and submitting CEO expenses.

Day-to-day administrative support

Support and prepare the CEO for day to day interactions onsite including printing out documents and reports for meetings, managing and welcoming visitors on behalf of the CEO and preparing meeting rooms for CEO and Board meetings. Where appropriate, supporting in-office trustee meeting room bookings and requests on behalf of the CEO.

Educated to a degree level or diploma equivalent in business administration or communications Secretarial qualifications are not mandatory but desirable

Demonstrate confident and adaptable interpersonal skills, embodying professionalism, diplomacy, and delivering exceptional customer service. Proven ability to anticipate risks and employ creative problem-solving techniques. A track record of meeting deadlines and effectively managing multiple high priority projects simultaneously. Digitally literate and with excellent written communication skills, you can draft a variety of documents and correspondence accurately. Strong verbal and written communication skills, ensuring effective and articulate interactions. Showcase impeccable organisational skills and an unwavering attention to detail. Maintain a high level of integrity and discretion when handling confidential information.

1-2 years of experience supporting senior-level professionals, ideally C-Suite, across the private, not-for-profit or public sector. Proven experience in managing multiple priorities and leaning into proactivity and initiative to meet deadlines. Direct experience in one or more of the following: + Writing comprehensive minutes
+ Preparing meeting packs and presentations
+ Recording actions and deadlines
+ Managing calendar entries for Board and/or committee meetings