Ann Ruby Email & Phone Number

Executive Assistant to the Bishop to the Archbishops of Canterbury and York

Providing first line support to the CEO & the Board of Trustees, maintaining the highest possible standards of customer care and ensuring compliance with all relevant governance and organisational requirements.

The aim of AskAnnAdmin.co.uk is to provide efficient, effective and comprehensive administration support to people and their organisations, whether they need diary help, meetings arranged, holiday cover, a project completed that doesn’t need a full-time member of staff or you just need a little extra help from someone who you know will provide you with an excellent standard of work. Whatever your need, big or small, AskAnnAdmin.co.uk is the place to come.

High quality, comprehensive and efficient executive assistant and secretariat support service to the CEO, and Chair of Trustees.Supervising the Leadership Support Team, including three PAs; and line management of the Administrative Assistant.Central point of contact for the CEO and Chair both internally and externally, acting as key link and gatekeeper. Acting on behalf of the CEO and Chair, making decisions and delegating tasks within agreed parameters. Extensive and changing diary management including travel and accommodation requirements. Responsibility for the CEO and Chair budget spend, providing regular updates. Responsibility and administration of the CEO Action Log, ensuring assigned actions are on track for completion. Writing a range of documents including taking formal minutes, writing reports, support materials, correspondence, and committee proposals, include writing on behalf of others.Providing comprehensive briefings in advance of meeting, events, speeches and presentations.Induction of new senior staff and volunteers.

Complex diary management in a diverse and changing environment.National and international travel arrangements.First point of contact on behalf of the Artistic Director, proactively communicating with and meeting guestsAdministration of various committees and board meetings, preparation of agendas and reports in liaison with the Chief Operating Officer and Academic & Pastoral Principal, and taking confidential minutes for the Board of Governors.Researching, drafting and preparation of reports, information and statistics for Board meetings and Annual Reports.Drafting correspondence and responses on behalf of the Artistic Director.Strategic organisation-wide workload planning including school calendar planning, meeting planning for governing body meetings and internal meetings and proactively spotting and resolving potential conflicts. Active management of workload in the absence of senior staff, making decisions that are justified and supported within policies and procedures.Executive Assistant to the Senior Leadership Team.Developing and implementing efficient and effective administrative procedures in several areas.Redesigning the administration of the International Scholars’ Programme to provide comprehensive administration procedures for this programme, including application forms, handbooks, communication templates, checklists, merchandise and publicity information, liaising with parents to arrange visits and ongoing mentor contact throughout the year. Management of actions ensuring individual tasks and larger projects are completed promptly.Processing and reconciling expenses and petty cash and monitoring department budgets.Management of external relationships with international dance schools, companies and community, visiting teachers, choreographers and associations

London, United Kingdom

Executive support to two Residentiary Canons and run their offices with maximum efficiency and effectiveness so the volume and breadth of activities can be delivered at pace.The first point of contact and deal with a very wide variety of enquiries (written, electronic and telephone) ensuring a sensitive and professional manner at all times.Multiple inbox management.Drafting of correspondence and minute taking for senior committees in the Cathedral’s governance structure.Complex diary management, including the organisation of regular and irregular internal and external meetings and coordination with internal colleagues and external stakeholders at all levels.Effective national and international travel management including arranging tickets, itineraries and preparation documents and reclaiming expenses. Project management of new initiatives such as interfaith events and art installations.Effective management of actions - following up actions, bringing forward issues and progressing projects, ensuring efficient responses, particularly in the absence of the Chancellor or Canon Pastor.Arrange requests for special visits, VIPs or events and activities, including booking venues, coordinating invitations, replies, catering and hospitality.Research, draft and prepare documents, publications, presentations and correspondence. Accurate record and file keeping.

London, United Kingdom

Responsibility for the smooth running of all office systems, including ordering of supplies, IT queries, HR, client welcome, finance records and budgeting.Conference Event Manager: 2-day conference with 60 delegates from across Europe, including accommodation, programme events, hospitality and staffing.Project manager for a new bespoke database system for costume file management including specification research, budgeting, prototype work, communication across multiple departments, IT, Costume, Hire, Finance and Production Management.Supervisor for the biennial Buyer position and regular freelance workers, ensuring they were welcomed, inducted and had all the necessary information to hand during their time of work.Finance responsibilities including full budget management (forecasting, monitoring and reporting), processing invoices, petty cash and expense reimbursements, and the appropriate recording of financial data. A central point of contact for all administration in Production Costume Department with 6 departments, over 28 permanent staff and 20+ Freelance staff and Costume Designers.PA for the Head of Production Costume including diary management, preparing and minuting meetings, preparing work schedules, data and document management. Transport, accommodation and travel arrangements for overseas costume designers. HR function for the Department: timesheets, sickness, holiday, recruitment, maintaining accurate staff records, ensuring confidentiality at all times.