Executive Assistant

Gasworks Dock Partnership (GDP), a registered charity based in the East London Borough of Newham, is leading the regeneration and development of Cody Dock into a Creative Industries and Community Quarter.  GDP delivers a number of flagship projects that engage tens of thousands of people every year across a diverse range of disciplines that in some way relate to the River Lea that include urban ecology, history, performance arts, wellbeing and community volunteering.

You will be an enthusiastic individual with practical experience in the You will be highly organised and able to work both on your own initiative and collaboratively, with an eye for detail . You will have a friendly and approachable manner, with the emotional intelligence to lead creatively and empower others to maximise their strengths. You will be a diplomatic communicator, able to facilitate and build relationships with a range of stakeholders. 

You will understand the needs of Gasworks Dock Partnership and the context in which we operate.

Chief Executive Officer (CEO)

• Assist CEO with direct email and diary management, including:
  • arranging meetings, liaising with internal and external contacts
  • preparation and collation of meeting documentation, ensuring where necessary, the CEO is well-prepped in advance and has all relevant paperwork 
• Assist  the CEO to prepare funding applications and prepare draft reports/budget updates for submission to funders which meet their reporting requirements
• Assist the CEO in processing and where agreed facilitating requests when hiring out GDPs space/amenities which fall outside the remit of the existing Project Leads     
• Assist the CEO to in his dealings with GDP’s  Board of Trustees

Board of Trustees

• Assist the Chair/CEO in dealing with the Board, including consultation with the Chair/CEO to prepare for Board Meetings, including the timely and accurate collation and dissemination of all relevant papers 
• Take and distribute minutes for all Board meetings and other meetings as required and ensure the keeping of all minutes and and other records of other meetings as required
• Undertake the maintenance and timely completion of all statutory records/returns and the production of the Charity’s Annual Report in line with  all legal requirements
• Assist the Board Secretary to ensure all GDP’s Policies and Procedures are reviewed and updated in a timely manner  

Delivery and Administration

• Monitor and respond to enquiries made to GDP’s contact email address  
• Coordinate with Project Leads to ensure appropriate data is inputted to Salesforce and manage technical resources to develop and implement changes to Salesforce to ensure it continues to meet GDP’s business needs
• Assist the Office and Finance Manager with various tasks including: 
  • entering financial transactions into GDP’s accounting software package databases and ensuring accurate coding to correct nominal accounts
  • preparation and distribution of accounts receivable invoices; follow up action to ensure payment where appropriate
  • Assistance with reconciliation activities and where necessary provide information to External Accountant/External Auditor for preparation and filing of annual statutory accounts 
  • Be the first point of contact for GDP’s corporate volunteering offering and work with the GDP team to facilitate volunteering events   
  • Be responsible for opening, distributing and taking mail

Experience

Essential

• A minimum of 2 years working in a similar role with a proven track record of delivering quality outcomes 
• Provide administrative support for financial and CRMl systems 
• Working in partnership with external organisations to deliver outputs which meet their requirements  

Desirable

Specifically XERO accounting package and Salesforce CRM system

Skills

Essential

• Strong organisational skills, able to prioritise and manage own workload and that of others
• Fully IT literate and fluent with MS Office suite and Google Apps
• Attention to detail and able to effectively anticipate and manage conflicting priorities on your own initiative
• Able to connect with a wide range of stakeholders (internal and external) both verbally and in writing 
• Ability to prepare and process financial  information accurately; able to interpret financial information and present it in a format that communicates a clear picture 
• Ability to organise and see a project or particular task through to completion from start to finish 
• Ability to network with necessary contacts and develop strong partnerships

Desirable

• Familiar with and/or has used common social media platforms 
• Familiar with and/or has used the Monday work platform

Personal attributes

• Excellent interpersonal skills, with an ability to build and maintain effective working relationships
• Interested in the personal development of service users and able to offer good support and guidance
• A creative, confident and warm personality
• Well-organised, proactive and thorough
• Friendly and approachable manner, with the emotional intelligence to lead creatively and empower others to maximise their strengths
• Willingness to get involved and assist project workers with events and volunteer activity
• Ability to work within the boundaries of confidentiality
• A commitment to the vision, mission, aims and values of Cody Dock