Executive Assistant

Part-time (20 flexible hours a week)
£25,000 pro rata plus pension and training package
Gloucester based/work from home or a mixture
(whatever is best for you)

About The Music Works and why we need this role

The Music Works is a Gloucestershire charity that transforms young lives through music. We’re specialists in working with young people in challenging circumstances to help them reach their full potential in music, in learning and in life. We work with over 3,000 young people a year in schools and our four community rehearsal spaces in Cheltenham, Gloucester, Stroud, and the Forest of Dean. Here is an introduction to our work: https://youtu.be/zz14_Zi2POY

Our CEO, Deborah Potts, has been with the organisation for six years and has overseen growth of over 300% which has established us as the county’s largest community organisation. For all of those years she has been supported by her brilliant Executive Assistant, working closely with her on a range of projects. Her Executive Assistant is now leaving and we are looking for someone equally special to ensure the continuation and onward growth of the charity.

Brief

This is a flexible and interesting role for the right person. You can choose where you work, when you work (within reason) and how much holiday you have (for instance, the current EA only works term time). The role flexes with the demands of the CEO but is really varied and there are lots of opportunities for training and to get involved in a variety of things. Its core purpose is to support the CEO (and to a lesser extent the two Creative Directors) to ensure the smooth running and strategic development of the organisation. This will include some meeting management and administration, fundraising administration and stewardship, finance support, policy development support and Board of Trustee secretariat.

Key responsibilities

  • PA and administration
    • Booking meetings for the CEO and Creative Directors
    • Provision of Board secretariat – booking meetings, issuing papers, taking minutes, liaising with charity commission and companies house
    • Supporting the CEO with report writing including ensuring standard formatting, proofreading etc
    • Desk top research to support policy and fundraising development
    • Assisting with recruitment – placing adverts, administering responses
  • Fundraising support
    • Assisting with writing and uploading applications
    • Fundraising admin – filing, organising, recording, sending letters
    • Fundraising stewardship – ensuring reports are sent by staff, arranging meetings, sending thank yous etc
    • Researching potential funding
  • Finance support
    • Preparing invoices on QuickBooks & sending (chasing if needed)
    • Inputting invoices/expense claims onto QuickBooks
    • Monthly reminders for invoices and expenses from freelancers
    • Inputting timesheets onto QuickBooks
    • Setting up payments at bank
    • Checking bank for invoices paid

General

  • Undertake any other reasonable duties, commensurate with the level of the post so as to ensure the smooth running of the charity
  • Promote and comply with all of our policies and practices
  • Be responsible for identifying and undertaking training and personal development 
  • Be committed to putting young people at the heart of everything we do

 

Person specification

Essential Experience, Skills and Attributes

  • Excellent communication skills – both written and spoken
  • Really personable
  • Very very organised with good time keeping and attention to detail
  • Flexible and able to adapt to changing demands
  • Enjoys variety and independent working
  • Trustworthy
  • Excellent IT proficiency, including Microsoft Word, Microsoft Powerpoint, Excel or equivalent
  • Strong interpersonal skills, patience, empathy, a positive approach and respect for others
  • A great team player

 

Desirable

  • Experience of minute taking
  • Experience of fundraising
  • Experience of budgeting and working with finance, Quickbooks 
  • Experience of dealing with a high volume of email enquiries
  • Experience of prioritising competing demands
  • Experience with Asana project management platform and Dropbox

 

Details of the role:

This is a part-time role (20  hours per week), subject to normal probation period of 6 months. You will receive extensive training e.g. on finance administration; fundraising stewardship; minute taking.

The salary is £25,000 pro rata. 

The role will be based mainly at home or our studio in Gloucester. 

For enquiries about the role, please contact dpotts@themusicworks.org.uk

 

How to apply:

Send your CV and a covering letter explaining why you are interested in the role and suitable for this post to bblowers@themusicworks.org.uk by 5th February.

The Music Works values diversity and is an equal opportunities organisation, committed to creating an inclusive organisation. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who reflect the community we serve. We encourage applications from all backgrounds.