Executive PA/Secretary

Executive PA/Secretary

Salary:  £30/£35k depending on experience coupled with excellent benefits and a flexi working hours in operation  Location: London

Type: Full Time  Postal/Zip Code:  SW19

Job Title:                  Executive PA/Secretary

Reporting to:           Head of HR

Department:            Executive Office

Salary:                     £30/£35k depending on experience coupled with excellent benefits and a flexi working hours in operation 

Job overview

An exciting opportunity has arisen for an experienced Executive PA/Secretary to join this Royal Regulatory Body based in central London. The main purpose of the role is to support the Chief Executive, President and the Head of HR. The ideal candidate will have had previous Executive PA experience, working at senior level coupled with can do attitude and a customer service approach.  This role also requires excellent IT skills and experience of uploading information onto websites and using intranets.

Main Duties

Provide a complete secretarial service to the Chief Executive , President & Head of HR

Daily correspondence

Telephone calls

Departmental e-mails

Management of  diaries

Updating the bring-forward system

Organisation of mini staff lunches

Coordination of the Chief Executive and President’s external visits and travel arrangements.

Provide secretarial services and travel arrangements for the Operational Board, as necessary.

Executive Office Duties

Production of annual report statistics

Production of Executive Office annual achievements

Creation of letters re Birthday and New Year Honours

Organisation of the Past Presidents’ Annual Meeting & Dinner

Ensure that the Procedures Manual and President’s Handbook are reviewed and updated on an annual basis.

Maintain stationery supplies for the department

General photocopying and filing duties

Joint Officers Meetings:

To arrange and liaise with other veterinary organisations on dates, agenda items and supporting papers as necessary.  When hosted by the organisation, to organise in-house catering arrangements.

Admission Ceremonies:

Coordinating arrangements for graduation and admission ceremonies at 7 vet schools – travel and hotel arrangements for the President and Chief Executive, preparation of speeches, etc.

College Honours Scheme

Provide secretarial support for the College Honours scheme (Honorary Fellowship, Honorary Associateship and the RCVS Queen’s Medal); preparing agendas, minute taking, co-ordination of supporting papers and timetable.

Committee Membership/External representation

Prepare paperwork for the Operational Board to consider committee membership on an annual basis.

Keep the list of External Representatives up-to-date and bring forward new appointments as necessary, when terms of office are due to expire.

Web Co-ordinator for the Executive Office:

Produce and upload information onto the website in liaison with Communications Department

Intranet Co-ordinator for the Executive Office

Other Duties

To carry out other duties and adhoc projects, as required.

Skills Required

Excellent IT skills: Advanced Word.  Excel, Powerpoint, Access.  Experience of uploading information onto websites and using intranets.

Excellent writing skills; composition, grammar and accurate spelling

Experience of working with committees and minute taking; shorthand desirable but not essential

Experience of working under pressure and to set deadlines; ability to multi-task

Experience of working on own initiative and taking responsibility for key areas, as well as being a team player

Excellent telephone manner

Strong organisational skills

An eye for attention to detail and accuracy

Customer focussed approach

“Can do” attitude