Personal Assistant Graduate Trainee
National Governance Association
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Personal Assistant Graduate Trainee

National Governance Association
  • Full time Position
  • Birmingham (United Kingdom)
  • Published on July 30 2020
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Job description

You will be required to assist the Chief Executive in her role as a traditional PA which will include liaising with partners. You will also assist the PR Manager and will make a contribution to NGA's communications and social media projects and campaigns.

Your responsibilities will include:

Act as PA for Chief Executive:

  • Manage the Chief Executives's diary, travel arrangements and papers for meetings, including the booking of trains, accommodation and event tickets
  • Convene and schedule meetings, advisory groups and roundtables with external stakeholders and the staff team
  • Ensure the CE's electronic filing is carried out
  • Filter emails and make appropriate referrals to other members of staff
  • Draft correspondence and briefing notes for the CE as required
  • Ensure that support is provided for external events at which the CE is speaking, and liaise with the marketing officer when other staff are required to speak at events
  • From time to time, attend meetings on the CE's behalf
Foster good working relationships with NGA members, partners and staff:

  • Be a first port of call for the Chief Executive's many external contacts and partners
  • Be a first port of call for NGA members wishing to contact the Chief Executive
  • Assist the Chief Executive in following up actions from meetings
  • Update and proactively utilise the CRM so that information on our external stakeholders and key contacts is accurate, and information requested by the Chief Executive can be obtained
Support and contribute to the public relations work of NGA:

  • Support the planning, delivery and evaluation of PR campaigns
  • Assist in the dissemination of news, guidance and research
  • Monitor and respond to social media activity
  • Plan, gather and post content on social media channels
  • Maintain records e.g. social media analytics, media contacts and press coverage
  • Take and circulate minutes and actions from the monthly Communications Meeting
  • Liaise with designers and other suppliers where necessary
  • Assist the PR manager as requested, and in time delegate for the PR manager in responding to media enquiries
Contribute to the projects in which the Chief Executive and/or PR manager is involved:

  • Support the delivery of the biennial Outstanding Governance Awards
  • Assist the Chief Executive in her project work including planning, delivery and evaluation, and in time act as project manager
  • On a day to day basis, liaise with partners and NGA staff to ensure smooth delivery of projects
  • When requested, undertake a variety of techniques to gather relevant information including, document analysis, surveys, case studies and interviews
  • Amend the website when required and contribute to NGA's other communications channels
  • Organise and attend events as part of project work
  • Manage the honours pipeline
  • Provide assistance to the Director of Policy and Information as and when required
Be an active member of NGA and work within and support NGA's policies, procedures and values:

  • Promote equality of opportunity and a respect for diversity
  • Maintain strict confidentiality across all activities
  • By contributing to staff meetings, promoting the organisation, maintaining, in liaison with other members of staff, the collection and storage of resource material, working within and supporting NGA's policies and procedures.
  • Undertake other reasonable duties as required.


What we are looking for

  • A positive phone manner and excellent verbal presentation and listening skills,
  • Excellent writing skills with the ability to communicate complex issues in a clear, concise manner,
  • An organised person with an ability to prioritise and work to deadlines;
  • Ability to learn a new area of knowledge swiftly and effectively,
  • Analytical skills and the ability to make a sound judgement based on the evidence presented
  • Ability to work on own initiative
  • Ability to thrive and work effectively in a busy environment,
  • Ability to use relevant ICT and to maximise the use of technology to improve services to members.


Qualifications

Educated to degree level
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