Your Accountabilities

These are the areas where you hold personal ownership as PA to the Chief Executive. You are expected to lead on each of these and ensure they are delivered to a consistently high standard.

• The effective management of the Chief Executive’s time, diary and correspondence, ensuring they are always prepared, focused on priorities and protected from unnecessary demands on their attention.

• The accurate and timely preparation and distribution of all Board and sub-committee papers, minutes and governance documentation, ensuring trustees and the Leadership Team receive the right information at the right time.

• Maintaining the highest standards of confidentiality in all matters relating to the Chief Executive, the Board and the organisation, at all times and without exception.

• Ensuring that trustee records, regulatory registrations and governance compliance obligations (including Companies House and the Charity Commission) are maintained accurately and up to date at all times.

Your Responsibilities

Executive Support

• Schedule meetings, appointments, and conferences for the Chief Executive. Prioritise and manage their calendar to ensure they use their time effectively.

• Plan the Chief Executive’s daily routine, ensuring they are fully prepared for meetings, and able to focus on priorities and deadlines

• Monitor and manage the Chief Executive's email inbox, drafting and responding to emails on their behalf when necessary. Maintain professionalism and confidentiality in all communications.

• Serve as a point of contact between the Chief Executive and internal and external stakeholders, handling enquiries, requests and issues and ensuring prompt and appropriate responses.

• Anticipate and address issues or challenges that may arise in the Chief Executive's work, taking proactive steps to resolve them.

• Plan and coordinate travel arrangements when required, including booking flights, hotels, transportation, and creating detailed itineraries.

• Act as liaison between the Chief Executive, the Leadership Team, and the Board of Trustees

Governance and Board Support

• Prepare materials and documents for meetings, including agendas, presentations and briefing papers, ensuring timely circulation of agendas and distribution of documents and reports including Leadership Team and Board minutes.

• Attend meetings and take accurate and detailed notes, preparing the minutes, and subsequently distributing to all participants including Board members and the Leadership Team as well as tracking action points.

• Ensure the smooth and timely preparation and distribution of board and sub-committee papers

• Organise Board and Sub-Committee meetings, including scheduling dates, booking venues, arranging attendance, and ensuring all logistics are in place

• Support the Board of Trustees, including maintaining trustee records and registers, coordinating trustee inductions, and ensuring trustees receive timely, accurate information to support effective governance.

• Ensure trustee appointments, resignations and details are correctly and promptly registered with Companies House and the Charity Commission.

Office and Corporate Administration

• Liaise with the organisation's insurance broker regarding policy renewals, cover requirements, and potential claims, acting as the main point of contact for insurance-related enquiries

• Draft, format, and edit reports, documents, presentations, and correspondence.

• Organise and maintain digital and physical files, documents, and records. Ensure information is easily accessible when needed.

• Maintain strict confidentiality of sensitive information and documents.

• Build and maintain relationships with key stakeholders, acting as a credible ambassador for Horizon at all times.

• Welcome and host external clients, preparing facilities for scheduled events and meetings and arranging refreshments as required.

• Manage the corporate events budget

• Provide administrative support to the Leadership Team, and general administration and coordination support to Managers within the Support Office, ensuring the effective day to day running of Support Office activities.

• Carry out any other reasonable duties as required by the Chief Executive.

Your Experience

• Proven experience in a PA, EA or senior administrative role, ideally supporting at Chief Executive or Director level (essential)

• Excellent IT skills, including high proficiency in Word, Excel, PowerPoint and Outlook

• Experience of diary management, organising meetings and coordinating events

• Experience of taking and distributing thorough and timely meeting minutes.

• Experience in dealing with sensitive/confidential information

• Experience of supporting a Board of Trustees or Directors, or liaison with insurance providers or brokers (desirable)

Your Qualifications

• Business Administration degree or equivalent (desirable)

Your Competencies & Skills

• Excellent interpersonal skills, with confidence in dealing with senior stakeholders, clients and colleagues at all levels

• Dynamic with an ability to work independently and at pace

• Develops strong knowledge of business functions to support role across wider organisation

• Ability to work effectively as part of the wider team supporting as required

• Excellent written and verbal communication skills

• Ability to work to tight deadlines, multi-task and prioritise under pressure

• Strong organisational skills, time-management skills and attention to detail

• A confident self-starter with a flexible approach, able to perform calmly and effectively under pressure

• Proficiency in using office software (e.g., Microsoft Office Suite), calendar applications, and collaboration tools

• Ability to handle confidential information with discretion and professionalism.

• Flexibility and the ability to adapt to changing priorities and circumstances