JOB DESCRIPTION

PA TO CHIEF EXECUTIVE

REPORTS TO:– Chief Executive

RESPONSIBLE FOR:– none

Primary Objective

To act as personal, confidential secretary/assistant to the Chief Executive and ensure that effective communication is maintained between the Chief Executive and the SPANA Council, senior management team, overseas Directors, outside organisations and other contacts.

Key tasks and responsibilities

General

  • Provide a confidential secretarial and personal assistant service to the Chief Executive.
  • The Chief Executive travels extensively abroad during the year (up to three months in trips of one/two weeks) and the post holder must be able to manage his office in his absence.
  • Deal with the Chief Executive’s mail (paper and electronic) and telephone calls and messages in Chief Executive's absence. Re-direct correspondence to other Directors as necessary. Respond to correspondence that can be dealt with immediately and keep a file of incoming mail, prioritised for action to ensure that all letters requiring a reply are answered.
  • Maintain diary and update address book.
  • Maintain a ‘Bring Forward’ system to ensure that papers are available for meetings and any correspondence or matters that cannot be dealt with immediately are not overlooked. Be very proactive in this respect.
  • Circulate staff with dates of forthcoming meetings, overseas visits and other relevant information.

Travel

  • Arrange effective international travel itineraries, which may be complex, for SPANA Directors, Council and occasional visitors to SPANA projects, at the best prices. Inform overseas Directors of flights ensuring that local hotels and transfers are organised.
  • Apply for visas as necessary.
  • Keep a running schedule of trips made for insurance purposes.

JOB DESCRIPTION – PA to CHIEF EXECUTIVE (continued)

Committees

  • Service the following Committees: Council, Finance & General Purposes, Veterinary Sub-Committee and Outreach Sub-Committee.
  • Attend the quarterly Council, F&GP and Veterinary meetings, take shorthand minutes and prepare draft minutes promptly. Obtain Chief Executive’s amendments and approval of Chief Executive and committee Chairman. Circulate approved minutes to Committee members and copy to Trustees.
  • Arrange cateringfor Committee meetings. Clear meeting room after sessions.
  • Prepare Agenda and papers and circulate to relevant Committee, at least a week before the meeting.
  • Circulate Visit Reports to Council and Outreach Reports to Outreach Committee, Veterinary Reports to Veterinary Committee, etc.
  • Maintain up-to-date lists of Committees, members’ addresses and contact details and circulate changes to staff.

Other

  • Organise special projects that arise from time to time

It is possible that the duties and responsibilities of this role will change over time and it is expected that the jobholder will co-operate where such changes are reasonable.

This job description will be reviewed annually, ideally during the appraisal meeting.

PERSON SPECIFICATION

Good secretarial skills, including good shorthand, ideally with written and spoken French.

Professional approach, ability to use initiative and to provide well-informed responses to enquiries in the Chief Executive’s absence are essential.

Proficient use in Office 2013 packages essential

A commitment to animal welfare is desirable.

Key relationships

  • Trustees
  • Senior management team
  • Country directors