PA to the CEO Full Time NEW

Job Title:                                PA to the CEO  

Working Pattern:               8.45am to 4.45pm Monday to Friday; Occasional Saturdays/Evenings

Reporting to:                        CEO

Location:                                Office Based

Purpose of the role:

The PA to the CEO is responsible for ensuring the smooth day-to-day operations of the CEO’s office; managing diaries, communications, and supporting key projects, while acting as a liaison between the CEO and all stakeholders.

In addition, you will oversee the School Office reception area, creating a warm and welcoming space for visitors, students, and staff while ensuring school office operations run smoothly and efficiently.

PA Responsibilities:

Secretarial and Administrative Support

• Manage the CEO’s diary, scheduling appointments and meetings, preparing reports and presentations, and maintaining databases and filing systems.

Communication

• Act as the first point of contact for phone calls and enquiries, screening and distributing calls, emails and correspondence, and ensuring smooth communication between the CEO and internal/external contacts.

Travel Arrangements

• Book and arrange domestic and international travel, transport, and accommodation for the CEO (and occasionally other senior employees when requested).

Meeting Support

• Minute meetings (Board, SLT, Staff meetings etc), preparing agendas, collating reports or documents as required and ensuring efficient meeting logistics.
• Plan and organise meetings and events for the Board and SLT
• Assist as needed with the organisation of internal and external events and conferences, including planning, logistics, and follow-up, including liaising with relevant staff

Research and Information

• Conduct research on behalf of the CEO, compiling information, and preparing briefing papers.

Project Support

• Assist with project coordination and reporting as required.

Personal Errands

• Assist with personal errands and tasks when required.  Co-ordinate and manage the gifts budget.

General Office Support

• Order office supplies as needed within budget, manage expenses, and provide general administrative assistance as needed.
• Management of staff events and socials alongside the Admissions and Events Executive, including management of the budget

Office Management Responsibilities:

School Office/Reception

Oversee daily operations of the school office reception area to ensure a professional, efficient and welcoming service, to include:

• supervision of the school office staff rota
• development of front-desk procedures and standards
• co-ordinating with facilities and administrative teams to maintain a safe and organised reception environment
• managing reception related supplies and budgets, including ordering office materials

Administrative Systems and Processes

• Proactively identify broader administrative needs throughout the organisation assessing administration workflows and processes e.g. rota, diary, discussing with relevant staff and providing guidance and support as needed.

Internal Communication

• Act as a central point for administrative information, liaising with the Senior Leadership Team and being the “go to person” for internal information.

Skills & Experience:

Essential:

• Minimum 3 years’ proven experience in a senior PA or executive assistant role
• Experience of managing a busy diary and inbox
• Previous experience of taking minutes and preparing meeting documentation
• Excellent written and spoken communication skills
• High level of discretion and ability to handle confidential information
• Strong organisational skills and ability to prioritise under pressure
• Fast and accurate typing skills
• Confident in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Ability to identify and resolve issues proactively and efficiently. 
• Ability to adjust to changing priorities and work in a fast-paced environment.
• GCSEs (or equivalent) including English and Maths

Desirable:

• Experience within an education or hospitality environment
• Experience managing or supervising front-of-house or reception teams
• Experience liaising with senior internal and external stakeholders
• Familiarity with CRM or booking systems
• Understanding of the food and wine or culinary education sector
• Shorthand or note-taking training
• Experience with cloud-based platforms (e.g. Office 365, Teams)
• Qualification from a business or secretarial college (e.g. Pitman, Quest, or equivalent)
• NVQ or Diploma in Business Administration or similar

This position requires a Disclosure and Barring Service (DBS) check, which will reveal any unspent convictions.  A criminal record may not necessarily be a bar to employment, as any decision will be treated on its merits and individual circumstances subject to Leiths’ overriding obligation to protect the students in its charge and the safety of Leiths’ staff.

All staff have a responsibility and duty of care to safeguard and promote the welfare of pupils. Staff must be aware of the systems within Leiths which support safeguarding and must act in accordance with the School’s Safeguarding & Child Protection policy and Code of Conduct.  Staff will receive appropriate child protection training which is regularly updated.