Executive Assistant in Wolverhampton

On-site at The Way Youth Zone, Wolverhampton (hybrid considered for exceptional candidates)

Details

About The Way Youth Zone

At The Way Youth Zone, we’re here for Wolverhampton’s young people - offering a safe, vibrant space where they can build friendships, get active, and discover what inspires them, shaping their own futures. Through sports, creative arts, life skills, and trusted relationships, we support young people to grow in confidence, overcome isolation, and thrive.

Our team lives by our values: together, honest, energetic, welcoming, aspirational, and youth-led. Whether you're working directly with young people or behind the scenes, you’ll be part of a passionate, inclusive team that’s united by heart and proud to make a difference every day.

Job Purpose / Summary

This role has been created to provide high-quality executive support during a period of organisational change, as a key member of the Senior Leadership Team is on maternity leave. Rather than replacing that role directly, the Executive Assistant will play a critical enabling function – protecting the time of, and supporting, the Chief Executive and Director of Fundraising & Communications, who will be taking on additional responsibilities during this period.

The postholder will help ensure leadership capacity is protected, priorities are managed effectively, and the organisation continues to operate smoothly and responsively. This includes bringing structure, coordination and clarity to a fast-paced environment, allowing senior leaders to focus on strategic leadership, partnerships and delivery. This is a hands‑on, high-trust role requiring discretion, initiative and the ability to anticipate needs, solve problems and keep things moving.

Key Duties & Responsibilities

• Provide proactive day-to-day support to the CEO and Director of Fundraising & Communications
• Manage email inboxes, complex diaries, prioritising competing demands and ensuring effective use of time
• Coordinate meetings, including scheduling, agendas, papers and tracking actions
• Support the flow of information across SLT, ensuring clarity, accountability and follow-through

Organisation & Priority Management

• Maintain oversight of key organisational priorities, deadlines and actions
• Track progress across strategic and operational work, ensuring nothing is lost or delayed
• Bring structure to competing demands, helping leaders stay focused on the most important work

Governance & Board / Committee Support

• Support the planning and administration of Board and Committee meetings
• Prepare and coordinate high-quality papers, reports and documentation
• Attend meetings where required (including occasional evening meetings) and track actions and decisions
• Ensure timely follow-up and clear communication with Trustees

Administrative & Operational Support

• Maintain accurate records, filing systems and document management.
• Support planning and logistics for meetings, events, visits and organisational activities.
• Provide coordination support across the Senior Leadership Team, helping to ensure actions, deadlines and organisational priorities remain on track during the maternity cover period.
• Support people‑related administration led by the Head of Operations & People, including coordination of recruitment activity, onboarding, training, policy reviews, staff communications and other employee lifecycle processes.
• Assist with the administration of organisational initiatives relating to culture, wellbeing, recognition, learning and development and employee engagement.
• Help ensure that key internal processes are delivered efficiently and consistently, enabling senior leaders to focus on strategic priorities.

Communication & Documentation

• Draft, edit and format high-quality communications, reports and presentations
• Act as a professional first point of contact where appropriate
• Ensure clear, consistent and timely communication with internal and external stakeholders
• Handle sensitive and confidential information with professionalism and discretion at all times.
• Support the Director of Fundraising & Communications by coordinating the events and campaigns calendar, ensuring strong alignment both internally and with external initiatives.
• Assist with donor and partner administration, reporting and follow-up activity
• Help ensure fundraising and communications activity remains well‑organised and aligned to priorities

Required Qualifications / Experience

• Significant experience as an Executive Assistant, Personal Assistant or in a senior administrative role
• Strong experience supporting senior leaders in a complex environment
• Excellent organisational and diary management skills
• Strong written and verbal communication skills
• High level of discretion, professionalism and judgement
• Experience supporting governance processes or Board‑level work
• Experience in the charity, public or youth sector
• Experience supporting fundraising, partnerships or communications activity
• Highly organised with strong attention to detail
• Proactive and able to anticipate needs
• Strong interpersonal and relationship‑building skills
• Able to manage multiple priorities and work independently
• Confident user of Microsoft Office / Teams / SharePoint
• Calm, flexible and solutions‑focused under pressure
• Values‑led and aligned to Our Way: How We Do Things

Accountability & Success Measures

We define accountability as taking ownership of your responsibilities, being equipped and empowered to fulfil your role, and continuously reflecting and adapting through self‑awareness to grow and support others.

In this role, success looks like:

• Senior leaders are well-supported and able to focus on high‑impact strategic work
• Organisational priorities are clearly tracked, coordinated and delivered effectively
• Board and Committee processes run smoothly, with high‑quality, timely papers and follow‑up
• Communication is professional, timely and well‑managed across stakeholders
• The organisation maintains pace and stability during the maternity cover period

You’ll be accountable for:

• Effective diary management, scheduling and prioritisation
• High‑quality coordination of meetings, papers and communications
• Tracking actions, deadlines and leadership priorities
• Accuracy and quality of administrative systems and documentation
• Maintaining confidentiality and professionalism at all times

• 6.6 weeks holiday (inclusive of bank holidays)
• free gym access
• subsidised on‑site canteen
• Employee Assistance Programme
• access to bespoke training and mentoring

Notes

Department: SLT
Reports To: Chief Executive Officer
Actual Salary: £27,942
Hours: 30 per week
Contract: Initially Fixed Term - 2nd November 2026 – 30th June 2027 (with the potential for a permanent role post June 2027)
Working Pattern: Monday to Friday (with flexibility for evening meetings)

Equal Opportunity Statement

The Way Youth Zone is committed to being an inclusive employer. We welcome applications from all backgrounds and communities, and we’re proud to be youth‑led in everything we do.