The Personal Assistant position provides highly efficient administrative and logistical support to deliver the ongoing running of the executive leaders’ day-to-day work. They undertake a variety of tasks including calendar management, meeting preparation, and coordinating departmental communications. This role is also part of the International Office, a small team dedicated to coordinating the ‘CAP International’ community of America, Australia, Canada, Ireland, New Zealand and the UK.

Passion:

Our passion for the work of the charity and our individual departments leads us to serve our executive leaders in a wide variety of ways, empowering and enabling them to focus their time and energy on the areas where they can have the most impact.

This role reports into the Senior Executive Assistant, although both the Chief Mission Officer and Director of Finance will be involved in development and management conversations where appropriate.

Accountabilities:

Due to the flexible nature of the role, these accountabilities are inclusive of but not limited to supporting the Chief/Director in the following ways:

• Proactively manage executive leaders’ calendar and schedule.

• Facilitate travel arrangements.

• Provide administrative support, including organising the hosting of guests at Jubilee House.

• Handle incoming communications by responding or triaging to the appropriate individuals as needed.

• Organise department meetings and workshops.

• Process and reconcile expense reports and CAP Card statements.

• Facilitate in the preparation of and send departmental communications.

• Facilitate in the planning and on-the-day logistics of department-wide meetings.

• Handle sensitive and confidential information with discretion and professionalism.

• Assist the executive leaders in the day-to-day running of their department, such as following up on action points from meetings.

• Provide support to the senior leader on the coordination across teams of annual planning and budget setting.

• Serve as the first point of contact for general inquiries, proactively resolving issues or directing them to the correct people when the Chief/Director is unavailable.

• Assist the Chief/Director in meeting all deadlines, including advance planning for materials like Trustee Papers.

• Prepare agendas and ensure resources and papers are ready for all meetings led by the Chief/Director.

• Act as a confidential sounding board to help the Chief/Director process and solve problems.

• Provide support to other members of the Executive Team when their assistants are absent.

• When appropriate and necessary, have involvement with the administrative coordination of interviewing, hiring, and training staff.