Administrative Assistant

• Lead ALONE's CEO Office and Reporting function.
• Allocate approximately 30% to delivering Board Secretary responsibilities.
• Uphold the highest standards of corporate governance and Board engagement.
• Ensure papers are delivered and governance deadlines are met.
• Serve as the primary liaison between the CEO's Office and the Leadership.
• Ensure seamless communication, clear accountability, and full compliance with ALONE's governance frameworks.
• Carry company secretarial responsibility including governance returns and maintenance of the register of Trustee and Board records.
• Manage key stakeholder relationships and documents, including government departments, regulatory bodies, funders, and partner organisations.
• Manage all documents requiring CEO signature, maintaining a tracking system.
• Coordinate the preparation of CEO briefings, board presentations, and executive-level correspondence.
• Quality-assure all reports submitted to the Board or its committees.
• Maintain an organisational reporting calendar that tracks submission, action log and ensures accountability across functions.
• Plan, prepare and manage the full annual Board and Board Committee calendar.
• Draft, circulate, and quality-assure all Board/committee agendas and engagement in consultation with the CEO.
• Be available to attend Board meetings, take accurate minutes and maintain a formal record of decisions, resolutions, and actions.

CEO Office Manager

• Support the daily operations of the Drawing Office
• Assist with the implementation of a new drawing management system
• Act as a MEDS steward, coordinating the approval process for engineering drawings and associated site Standard Operating Procedures (SOPs)
• Manage the filing, archiving, and maintenance of controlled documentation and drawings
• Provide administrative and operational support to Drawing Office personnel across various functional areas
• Monitor and maintain office supplies and resources
• Prepare and distribute reports and metrics relating to drawing status and document workflows
• Support the successful introduction and operation of new Drawing Office systems and processes
• Ensure documentation is maintained accurately and in compliance with site procedures and regulatory requirements

• Provide high-quality administrative support to the CEO, including diary management, meeting coordination, agenda preparation, onboarding logistics, company All Hands meetings, and expense management
• Manage the CEO’s schedule and priorities, ensuring time is used effectively and key commitments are coordinated seamlessly
• Coordinate board meeting logistics (typically quarterly), including travel, accommodation, and catering
• Manage the company’s travel system, coordinating travel arrangements for leadership and employees globally, and maintaining relationships with preferred providers
• Support wider leadership team logistics and coordination as needed
• Maintain a welcoming, professional office environment, acting as a key point of contact for employees, leadership, and visitors
• Liaise with building management and oversee essential services, including facilities, maintenance, deliveries, post, and workplace safety
• Manage office-related vendor contracts (e.g. facilities, cleaning, catering, supplies, and services), ensuring high standards and cost efficiency
• Oversee office facilities and presentation, including coordinating cleaning schedules, submitting hours to payroll, and maintaining adequate stock levels
• Manage office supplies and general provisions to ensure a well-functioning workplace
• Process invoices and manage office budgets, ensuring accuracy and value for money
• Organise and support company events and key moments throughout the year
• Communicate with staff regarding office operations, responding promptly to issues as they arise

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