PA to the Executive Team

The purpose of your role

We are looking for a personal assistant with some previous experience, who is keen to support Police Now’s mission of community transformation and culture change in policing, and to undertake a meaningful role supporting the executive leadership team in a busy, agile and ambitious organisation.

Police Now’s executive leadership team currently includes the Chief Executive Officer, Chief Operating Officer, Chief Marketing Officer and Programmes Director. Together, the Executive is responsible for the organisation’s overall health and success and is accountable to the board of trustees.

This role will work both independently and collaboratively to ensure that the executive team works efficiently and effectively. This will primarily be achieved via swift and thoughtful diary management, meeting support (for example, taking minutes of formal meetings and actions from informal ones), management of email inboxes, drafting and responding to correspondence, and similar administrative and support duties. Over time, there are opportunities to develop and add additional activities and responsibilities to the role.

Absolute discretion and trust is critical, as is strong and confident communication with a diverse range of people. You will need to be intrinsically motivated, trustworthy and prepared to take on exciting and varied challenges within Police Now.

Key responsibilities

• Board and board committee governance: be a point of contact for trustees, partners and other external stakeholders and plan and coordinate board meetings, sub-committees, and the senior leadership team meetings. This includes ensuring papers are circulated in advance, meeting room bookings, attending meetings and producing timely, concise and accurate minutes and actions. You will work with the Company Secretary to update our records on Companies House and the Charities Commission to ensure that Police Now is always compliant as well as manage and maintain databases and systems relating to governance.
• Executive team diary management: support the executive team with day-to-day diary management to help ensure that they are effectively utilising their time in the most impactful ways. This includes arranging and coordinating meetings, booking rooms in our London office, arranging travel and accommodation when required and in some cases, sourcing an external venue while being cost effective, all while ensuring that digital infrastructure is available to support hybrid working.
• Financial processing: you will process invoices relating to the executive through our financial system and reconcile the executive teams monthly credit card statements and personal expenses in a timely manner as well as occasionally process expenses for trustees and committee members.
• Project support: assist and support the Executive team and Strategy, Stakeholders and Governance Manager as needed with strategic projects and other ad hoc tasks as required.
• Inbox management: manage the general enquiries inbox and some individual executive inboxes to effectively direct queries and escalate risks as appropriate.

Key Requirements

• We are looking for someone with a good grounding as a personal assistant or with significant relevant experience within an administrative role.
• An ability to handle confidential information with absolute discretion; a track record of integrity and good judgement.
• Strong organisational skills with the ability to work at real pace, manage a varied workload, work to short deadlines and prioritise effectively.
• Excellent interpersonal skills, strong emotional intelligence and the ability to build positive relationships and trust with stakeholders, including staff and external partners.
• Excellent attention to detail, as well as the ability to select the most important information to note or share during meetings.
• Excellent written communication skills, particularly minute writing, report writing and correspondence.
• Good initiative, able to proactively suggest ways to streamline or improve processes to enhance efficiency.
• Ability to work independently with limited supervision; can proactively anticipate, respond and adapt to situations.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), particularly report writing and slide packs; experience in Salesforce or CRM systems is an advantage but not essential.
• A real passion for our mission and values.
• Ability to attend the office for a minimum of three days per week (this may change depending on business needs) as well as national travel as and when required.

What you'll get from us

• A bright, airy and modern office in Zone 1
• Competitive salary of £36,000 - £43,000, per annum (dependent on experience and inclusive of London weighting)
• Flexible working
• 27 days holiday each year, plus bank holidays
• A range of hospitality discounts
• Sanctus coaching (private mental health coaching for the workplace)
• Access to the Vitality programme which includes healthcare benefits, an Employee Assistance Programme and discounts
• Training opportunities for personal development
• Participation in a pension scheme (with 6% employer contributions and 2% employee contributions)

Please note: The closing date for this role is Thursday 2nd January at 9am.

Please note this role is London based with requirements to travel to our London office a minimum of three days per week (this may change depending on business needs) as well as national travel as and when required.