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Executive Assistant (Operations Department)

ACORN is looking for a Bristol-based Executive Assistant to provide vital logistical and secretarial support to the organisation so that we can build power and fight for social and economic change, to start work on 23rd August 2021.

ACORN is a community-based union of working-class people: tenants, workers, residents. We are a mass membership organisation fighting for a better life for our members and the communities they come from. We know that the economic and political set up in this country doesn’t work for people like us and so we established ACORN to fight for and represent our people.

Our organising is premised on two simple truths: problems affecting working class communitiesfrom unhealthy, unaffordable and insecure housing, to cuts to public servicesstem from a lack of power; and the most effective means of building power is for people to get organised. 

 

About the job

The Executive Assistant will work alongside senior management to facilitate the organisation’s day-to-day work, by providing secretarial and administrative support to allow senior management to make optimal use of their time. They will ensure the smooth running of the internal organisation, for example through support with internal communications, diary and calendar management, transport and travel arrangements, and dealing with queries. The Executive Assistant can also expected to answer phone calls, take notes, schedule meetings and send emails on behalf of members of senior management as well as contributing to the organising of events. At the heart of the organisation, you can expect to enjoy a busy but varied day.

The Executive Assistant will be based in Bristol. Your daily work will involve: 

  • Correspondence management
  • Arranging internal and external meetings for, and on behalf of, senior management
  • Note-taking from these meetings
  • Communicating with and supporting Board Members, scheduling Board Meetings, arranging Board Meeting agendas, and taking minutes
  • Diary and calendar management
  • Note-taking and correspondence from dictation
  • Acting as a first point of contact for email correspondence and phone calls
  • Arranging travel and accommodation
  • Reminding members of senior management of important tasks and deadlines
  • Carrying out ad hoc work on ACORN’s NationBuilder nation (including but not limited to: website; CRM; statistical analysis)
  • Compiling and preparing reports, presentations and correspondence
  • Liaising with National Administrator to source statistics and information requested by ACORN International and as otherwise needed
  • Monitoring and signalling opportunities for expansion, diversification, and coalition-building with other similar organisations
  • Carrying out ad hoc pieces of research and information-gathering to support the decision-making ability of senior management
  • Any other duties commensurate with the role

 

*ACORN is an equal opportunity employer and values diversity. We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.*

 

Qualifications

No formal qualifications are necessary. We’re primarily looking for someone with a strong work ethic with good listening skills and the ability to motivate others. 

 

Experience, skills and abilities

The successful applicant will have:

  • Excellent written and verbal communication skills
  • The ability to handle confidential information with tact and discretion
  • The ability to act intuitively and proactively in accordance with guidance provided by a manager
  • The ability to use a combination of knowledge, empathy, and fact-finding to arrange the priorities of a manager
  • The ability to exhibit a calm and professional manner in meetings, and in email and telephone communications
  • The ability to balance honesty, warmth, professionalism, and humour
  • Self-motivation and initiative, with the ability to work both unsupervised and as part of a team
  • Excellent administrative and organisational skills, including the ability to work flexibly and manage conflicting work priorities
  • The ability to work proactively with a variety of key stakeholders, community groups and groups who share ACORN’s values
  • The ability to carry out research and information-gathering
  • The ability to undertake routine administrative tasks with high levels of accuracy and reliability
  • Excellent time management
  • The ability to work under pressure in a fast-paced, ever-changing environment and be detail-oriented
  • The ability to use digital programmes and devices 
  • The ability to work effectively as part of a team 
  • The ability to be adaptable and show a willingness to learn
  • A willingness to work sometimes long hours, including some evenings and weekends

In turn, ACORN is committed to investing in the continued professional development of our organising staff. Training and support will include:

  • First week: ‘Introduction to ACORN’ training, technical set-up, and tool training (5 days)
  • During probation: Weekly 1-to-1 management supervision; weekly group team call; on-call daily management support
  • After probation: Bi-weekly 1-to-1 management supervision; weekly group team call; on-call daily management support
  • Additional ongoing training opportunities where identified

 

Salary 

£18,000 starting salary

 

To apply

  1. Make a copy and complete the full Application Form, referring to the Job Description & Person Specification
  2. Save your completed application form as a PDF with the file name <YOUR NAME, role> e.g. JANE SMITH Executive Assistant.pdf
  3. Submit via email to [email protected] with ‘Application: Executive Assistant' as the subject heading
  4. Once you have submitted your application please complete this diversity monitoring form

If you require paper versions of this application form & diversity monitoring form please write to [email protected].

 

Deadline

The deadline for applications has been extended to 11:59pm, Friday 16th July 2021. Late applications will not be considered. If you have any questions, please contact us at [email protected].

 

Interviews

Shortlisted candidates will be invited to an assessment day, involving an interview and two tasks. Currently due to the Government’s social distancing advice we are conducting assessments over Zoom video call. This may be subject to change if the Government’s guidelines change.

Assessment date: Thursday 29th July 2021