Waterloo Uncovered – Administrative Assistant

Duration: Permanent

Salary: £24-25,000 dependent on experience

Reporting to: Chief Executive

Contract type: Full time, 37.5 hrs per week, remote working with at least 1-2 days per month in London at your own cost

Start date: As soon as possible

Who we are

Waterloo Uncovered is the ground-breaking charity that combines world-class archaeology with veteran wellbeing and recovery. Since 2015 we have been supporting veterans and serving military personnel, through programmes centred around the archaeology of the Waterloo Battlefield. This includes excavation on the battlefield, learning archaeological skills supported by a wellbeing team, bringing the artefacts discovered at Waterloo to beneficiaries in their community, or supporting beneficiaries to explore the archaeology and history of conflict through our online programme. All our programmes link conflicts past to conflict present, as beneficiaries uncover, recover and discover.

As our Administrative Assistant you will be part of our small, dynamic, and passionate team, which is supported by an extensive network of volunteers. You will work closely with the Chief Executive on all aspects of our administration, in support of our operational delivery, communications, fundraising and outreach.

Key responsibilities

• Programme administration, engaging directly in support of beneficiaries for onboarding, logistics and follow up, answering enquiries and general tasks.
• Customer service, responding to email and telephone enquiries and correspondence.
• CRM and data management, including managing donors, volunteers and a wide range of contacts and suppliers information.
• Virtual office support, arranging meetings and team events, providing secretariat to Trustee Board, office contracts, suppliers and administration.
• Completing research as requested, compiling and summarising information for drafting applications for grants and trusts, managing fundraising pipeline and tracking, reporting schedules and reports.
• Administration of social media accounts, support to drafts of newsletter and impact reports, and other communication initiatives.
• Event administration, including bookings, logistics and support to outreach.

Person specification

• Broad administrative experience, gained across operations, programmes, finances and/or fundraising;
• CRM / Data management and entry skills, including the ability to maintain data and information with accuracy and improve processes with a proactive approach to problem solving;
• Extremely organised, able to manage a varied workload with multiple deadlines and minimal supervision and work under pressure;
• Strong written and verbal communication, able to work collaboratively with a range of stakeholders and present a positive image of the organisation;
• Good customer service experience and interpersonal skills, with an empathy towards supporting beneficiaries and positive engagement with volunteers;
• A proactive team player, willing to get involved and support on wider team tasks;
• Digital literacy, proficiency on Google Suite, Microsoft, and social media platforms (e.g. LinkedIn, Facebook), able to communicate information accurately and clearly;
• Experience and interest in the heritage sector, either through academic studies or work.
• Experience of working within the charity or similar sector in an administrative role.
• Communications and/or social media experience.

How to apply

Please send a CV with a covering letter outlining your motivations for the role and how you meet the person specification to hr@waterloouncovered.com

Closing date: 17.00 on Thursday 5 February

Interviews: Friday 13th February 2026 (tbc)

Additional Information

All Waterloo Uncovered team members are expected to actively engage in our outreach and engagement and therefore attendance at other locations in the UK and sometimes outside of normal working hours will be required. Where applicable, all Waterloo Uncovered team members are also expected to support programmes internationally, including our excavation programme in Waterloo Belgium.

Notes: The above list of responsibilities is not exhaustive and may change to meet the needs of the organisation. Waterloo Uncovered reserves the right to alter the content of this job description after consultation to reflect changes to the job or services provided without altering the general character or level of responsibility. Waterloo Uncovered is an equal opportunity employer. We welcome applications from people with disabilities and from minority groups. You must be eligible to work in the UK at the time of application.