Assistant to Private Office
United Grand Lodge of England seeks a full-time Assistant to the Private Office.
This role will be to support and work with the Assistant to Grand Secretary with the day-to-day running of the Private Office.
Duties:
- Management of incoming phone calls and emails as required.
- Receive and interact with visitors.
- Key contact for Board and Committee members.
- Work closely with the Secretariat team to provide travel itineraries for UK and overseas travel.
- Create and distribute function sheets for events taking place in the private office.
- Typing of business emails and letters.
- Arrange meetings, prepare documentation and create agendas for distribution in advance of meetings.
- Manage and distribute incoming post appropriately
- Manage the Private Flat diary including booking dining requirements and arranging refreshments for meetings.
- Devise and maintain up-to-date soft copy filing and retrieval systems.
- Additional similar tasks will be delegated by the Assistant to Grand Secretary in order to support the organisation’s objectives.
- Expenses for the Grand Secretary, Board & Committee members using an online system (Sage).
- Raise purchase order and submit invoices as and when required for the department.
- Admin support for the Head of Secretariat, Deputy Grand Secretary and the General Counsel.
Must have skills:
- Excellent verbal and written communication skills, enabling you to work with colleagues co-operatively and collaboratively in a team and across the organisation.
- Excellent attention to detail
- Diary management
- Organised and efficient
- Trustworthy and reliable
- Strong relationship building skills
- You will have a flexible approach both to the type of work undertaken and working hours as required to meet team objectives, taking ownership and responsibility for work and performance.
Salary:
Competitive salary and benefits package:
- Holiday 25 days (increasing to 30 days following 2 years’ service).
- BUPA private medical cover
- Life Assurance
- Pension (3.5% employee & 9% employer contributions)
- Interest free season ticket loan
- Gym membership (subsidised)
- Employee Assistance Programme
Hours:
The successful applicant will work 5 days per week (35 hours).
Flexibility for 1-2 days working from home per week (subject to office diary requirements).
Application details:
To apply please send your CV and covering letter to:
Elizabeth Gay - Director of HR - United Grand Lodge of England via email to [email protected]
CV’s received without a covering letter will not be considered.
Closing date for applications is close of business (5pm) on 12 June 2023