Job Description

Director's Administration Assistant

The role of Director's Administration Assistant is to ensure that communications with the Director are answered fully and promptly; to assist with administration and admin management and to be responsible for special projects. The post also involves research and general assistance of the Director and so is a varied role. The Director's Administration Assistant must be highly organised and efficient; able to multi-task; trustworthy and able to treat many matters with confidentiality; and be friendly and approachable. The Director's Administration Assistant reports to the Director.

Training given where necessary. The Director's Administration Assistant must be vegetarian/vegan and committed to Viva!'s and the Vegetarian & Vegan Foundations's aims.  (Info on our work at www.viva.org.uk and www.vegetarian.org.uk). Starting salary £12,000 to £15,000, depending on experience. 

Promptly answer Director's mail when requested; researching answers as necessary

Write mailings to certain groups of supporters (eg high donors; celebrities) and potential supporters for the Director

Ensure media can contact the Director immediately or pass on media messages immediately; in some instances organise the setting up of media interviews

Sort and prioritise the Director's mail on a daily basis; answer if appropriate

Screen calls and take messages/handle calls for the Director; take bookings from nutritional therapy clients

Print out/reply/forward Director's emails when requested

Print and save documents for Director

Undertake filing for Director

Keep up to date diary for the Director

Make Director cup of tea when she arrives and regularly (ie occasionally!) through the day; grab lunch etc

Welcome Director's visitors and offer them drinks

Assist Director with campaigns/projects eg provide admin/research back up; assist with proofing of materials

Assist with basic copywriting of Viva!/VVF materials (this side of role can expand according to ability and time and could include writing some media releases - training given)

Source pictures and research papers etc for campaign materials

Oversee admin procedures such as keeping staff holidays/days ill databases up to date; dealing with various office admin etc

Oversee Health & Safety and security procedures; check fire alarms, arrange maintenance for alarms, extinguishers, etc

Keep various databases up to date

File as requested/needed

Get quotes for printed materials and insert on spreadsheet

Occasionally prepare invoices as needed

Respond to job applications; send out application forms, job descriptions, book job ads, etc

Organise general office upkeep duties such as recycling, rubbish collection, machine services and repairs, etc

Help the Director oversee office administration 

Devise and improve general and Director's-Director's PA administration systems

Help book school talks and help keep the speakers' database up to date; help organise school speaker training days

As with everyone, assist with mailing merchandise/books when needed (this really means at Christmas).

There may be the opportunity to undertake responsibility for special projects (such as Viva! Guides or areas of web site) which involve eg research, writing, proofing