WSPA has been promoting animal welfare for more than 25 years. Our work is concentrated in regions of the world where few, if any, measures exist to protect animals.
Job title: PA to the Director General Main Purpose of Job:To provide full administrative, secretarial and PA services to the Director General and to assist the Deputy Director General when necessary.Position in the Organisation
Reports to the Director General only and assistant primarily to the Director General.
Coordinate with all WSPA staff worldwide
Scope of job
Secretarial Support
Administration and Logistical support
Manages Internal and External communications for the DG’s office
Diary management
Maintenance of Director General’s office in his absence
Assists with the WSPA Board, Executive Committee, Nominating Committee and UK Board
Act as internal liaison officer for all WSPA’s Regional Boards
Dimensions & Limits of Authority
Control communication to the Director General
Visibility and maintenance of confidential information
Experience
Substantial and recent experience of executive level Secretarial and PA duties. (Essential.)
Proven excellent communication, written and oral skills. (Essential)
Proven experience of dealing with Executive management. (Essential)
Experience of animal welfare issues and charity sector (Desirable)
Duties and Responsibilities
Secretarial Support
Act as PA to the Director General, providing full secretarial assistance.
Maintain effective systems and procedures to ensure that the Director General’s office runs efficiently.
Deal with telephone calls and take messages.Take decisions on the appropriate responses.
Monitor the Director General’s emails and in his absence decide on appropriate responses and circulation within WSPA.
Draft and type correspondence as required.
Process all DG expenses on a monthly basis.
Administration and Logistical support
Make necessary travel arrangements and associated activities as required,administering travel and other expenses.
To anticipate the requirement of briefs and prepare as necessary prior to Director General’s meetings at home and overseas.
Work effectively with the Deputy Director General’s PA on tasks when required.
Any other duties and responsibilities appropriate to the post as delegated by the Director General.
Undertake particular projects at the request of the Director General.
Develop and maintain up to date knowledge of WSPA’s work.
Keep records of all private and personal information of the Director General .
Manage Internal and External communications for the DG’s office
Develop and maintain excellent working relations with the Directors, staff and external contacts.
Ensure that effective communication takes place within WSPA on behalf of the Director General.
Ensure that the DG is fully informed of all communications and information within WSPA and with external relationships.
Diary Management of DG
To maintain the Director General’s diary and keep track of the Director General’s movements.
Maintenance of Director General’s Office in his Absence
To manage the day-to-day administration of the Director General’s office and ensure the smooth running of the office in the Director General’s absence.
To monitor, direct and filter communication to and from the Director General in his absence.
To make decisions as deemed appropriate regarding information to and from the Director General in the Director General’s absence.
Assist with the WSPA Board, Executive Committee, Nominating Committee and the UK Board and other meetings on request
To prepare agendas, notify members of meetings, log member participation, arrange meetings and coordinate logistical arrangements for the meeting and members, take minutes and produce Minutes and monitor action points of members
To coordinate and prepare all board papers for circulation prior to meetings
To provide assistance to all Board members where necessary
To keep a record of annual calendar of events for WSPA for Board notification
Understand the legal functions of a charity and company limited by guarantee
Understand the structure and procedures of charities and companies
Have knowledge of company and charity law
Regional Liaison Officer to the Regional Boards
Act as the liaison for all regional directors and Board directors for documents and information
Ensure that all Board papers are in order and that all Board are functioning with best practice
Maintain HQ regional board files and ensure that they are kept updated
Applicants should forward a current CV with a detailed covering letter to: recruitment@wspa.org.uk
or
WSPA 1st Floor 89 Albert Embankment London SE1 7TP
