Personal Assistant to CEO

We are seeking a highly organised and proactive PA to support the CEO. This is a critical role that requires exceptional administrative and organisational skills, as well as the ability to manage complex international travel arrangements, provide governance and Board support, and oversee the CEO’s busy diary. The ideal candidate will be a strong communicator, capable of handling sensitive information with discretion and working efficiently in a fact paced environment.

Ideally, the candidate should have relevant PA experience, however this is not essential for the role. Candidates with no experience will be considered if they have the relevant qualities of being trustworthy, hard working, eager to learn and have a great attention to detail.

Key Tasks and Responsibilities

Diary Management:

• Proactively manage the CEO’s diary, including scheduling meetings, appointments, and events.
• Coordinate and prioritise the CEO’s daily activities to ensure efficient use of time.
• Anticipate scheduling conflicts and resolve them with minimal disruption to the CEO’s schedule.

​Travel Coordination:

• Organise and manage complex international travel arrangements, including flights, accommodation, visas and security provision.
• Prepare detailed travel itineraries, ensuring all logistics are seamlessly coordinated.
• Handle any travel-related issues that may arise, including last-minute changes or emergencies.
• Monitor travellers safety during travel to medium-high risk locations (on-call), with the support of a security company.

​Governance and Board Support:

• Provide administrative support for board meetings, including preparing agendas, distributing materials and taking minutes.
• Ensure the CEO is well-prepared for board meetings and other governancerelated activities.
• Manage communication with board members and assist with organisation of board-related events and functions.

Administrative Support:

• Handle correspondence on behalf of the CEO, including emails, phone calls and written communication
• Draft and prepare documents, presentations, and reports as required by the CEO
• Assist in managing the CEO’s expense reports, invoices, and other financial documentation
• Support the CEO in maintaining strong relationships with partners, donors, and other key stakeholders

Confidentiality and discretion:

• Handle sensitive and confidential information with the utmost discretion and integrity
• Ensure that all communications and documents are managed in accordance with organisational policies and procedures

Knowledge and Skills 

• Previous PA experience (preferred but not essential)
• Knowledge of office management systems and procedures
• Excellent time management and ability to multi-task and prioritise work
• Attention to detail and problem-solving skills; excellent verbal and written communication skills (phone, email, and in-person)
• Responsible and organised
• Proficiency in Microsoft Office/Teams/SharePoint
• Somebody with a fun and friendly demeanour to fit in with the existing dynamic team
• Strong interpersonal and communication skills with the ability to form professional relationships across all areas of the charity

Personal Qualities

• Well-organised
• Pro-active
• Excellent communicator
• Excellent attention to detail
• Trustworthy and honest