Executive Assistant

Head Office Cobham
Date Posted: 23/01/2020

ACS International Schools are looking for an efficient and well organised Executive Assistant to the CEO and Chair of the Board. This role requires someone with the ability to multi-task, with a keen eye for detail and the understanding of what is required to successfully support a Board and its Trustees.

Key duties and responsibilities:

  • Preparing meeting agendas for review by Committee and Board Chairs and ensuring all sub-committee meeting papers are shared and submitted on time
  • Producing accurate and timely minutes of meetings (approximately 20 per year)
  • Timely compiling and publishing of Board and Committee papers and preparing in full the introduction of electronic Board paper support
  • Extensive diary and email management for CEO and Chair of the Board and full responsibility for administration relating to their offices
  • Working with internal partners to ensure the CEO and Board are up to date with compliance requirements
  • Creation and collation of meeting documents, attending and following up of action points
  • Responsible for the creation of the annual meeting schedule to include all Board, Sub-Committee, Leadership and Head of Function meetings
  • Extensive liaison and relationship building with partners throughout the four schools in the group and with external consultants and partners
  • Sourcing meeting, event and dining locations, meeting and greeting guests and organising catering
  • Assisting in drafting communications to all staff, parents and external contacts, responses to concerns/complaints, and ensuring follow up of actions
  • Raising purchase orders and reconciling invoices – monitoring spend against policy
  • Sourcing and booking of travel for CEO, Chair and Board members using approved travel partner
  • Arranging and managing conference calls, video conferences and Zoom video meetings
  • Maintaining records of appointments and resignations for Board and Executive members
  • Preparing high quality governance resources and templates

Qualifications, Experience and Skills

  • Solid experience of being a PA/EA at Board level
  • Demonstrable experience of end to end servicing of Boards and Committees in a complex organisation following best practice meetings governance
  • Delivery of concurrently running tasks and prioritising and reconciling conflicting demands
  • Excellent organisational, minute taking and task/project management skills
  • Self-sufficient, confident and proactive individual who is prepared to take a hands-on approach to managing their workload using their own initiative
  • Ability to interact effectively and build relationships with senior leaders and wider organisation
  • Excellent interpersonal and communication skills, written, spoken and presentational
  • Strong organisational skills with an ability to produce high quality work to tight deadlines
  • Proficiency in Mac/Microsoft Office applications and digital board pack solutions

ACS celebrates diversity as an equal opportunities employer and is committed to safeguarding and promoting the welfare of children and young people and, as an employee of ACS, you are expected to share this commitment. This position is therefore subject to an enhanced Disclosure and Barring Service Check.