Executive Assistant in Birmingham

Salary: £32,000 per annum

Hours: Full-time, 37.5 hours per week, Monday to Friday 9:30am – 5:30pm

Contract Type: Permanent

Location: Birmingham, with some home working and travel to other centres across the UK

Reports to: Director of Finance and Resources

THE CHARITY

Suicide is the leading cause of death of men under 35 and three quarters of those who die by suicide are men. James’ Place exists to save the lives of men in suicidal crisis through delivering clinical services. We are a charity currently offering free, life-saving therapy to suicidal men at our centres in Liverpool, London and Newcastle. James’ Place was set up to make the experience of finding help as easy as possible. We offer men who are experiencing a suicidal crisis a brief, intensive, therapeutic intervention in a safe environment.

THE OPPORTUNITY

We are excited to offer a new opportunity to join a growing charity and support our Executive Leadership Team, as well as the administration and operational processes across the organisation, as an Executive Assistant. You will provide high level administrative support to the CEO, Directors, and the Consultant Suicide Prevention Therapist, and will take a key role in facilitating a professional and well organised executive function.

KEY RESPONSIBILITIES

• Covering daily administrative tasks and duties including being the first point of contact for the CEO, Directors and Consultants, managing enquiries, greeting visitors, answering the phone, and responding to email enquiries.
• Dealing with enquiries over email and telephone, scheduling/amending meetings and taking messages as required.
• Managing multiple complex calendars, booking appointments, meetings, and making travel arrangements.
• Supporting the CEO, Directors and Consultants with day-to-day administration and coordination.
• Preparing, formatting, and issuing correspondence, reports, and presentations.
• Recording and sharing meeting minutes and tracking actions.
• Maintaining accurate records at all times in line with administrative procedures.
• Supporting communication between senior leadership and internal/external stakeholders.
• Maintaining effective systems to ensure time and resources are used efficiently.
• Always managing confidential information with discretion.

Operations

• Maintaining a professional and well-organised office environment.
• Supporting the CEO and Executive Leadership Team to ensure smooth operational processes.
• Completing electronic filing, document management, and general office administration.
• Supporting the coordination of meetings, events, and senior-level engagements.
• Providing occasional administrative support to the wider team as required.

Values

• Maintaining a professional, calm, and approachable manner in all interactions.
• Treating every person who contacts the organisation with respect and professionalism.
• Demonstrating discretion, integrity, and confidentiality at all times.
• Demonstrate commitment to the James' Place values of Focus, Bravery, Compassion, Professionalism, Collaboration, Respect and Hope through all aspects of work.

PERSON SPECIFICATION

This role requires someone with both excellent people and organisational skills and the ability to communicate professionally and effectively, both verbally and in writing, with a range of stakeholders. Your administration skills will be vital, and you will be able to work with a broad range of IT, including shared Outlook inboxes and calendars. You will feel comfortable using the full Office 365 suite and have the necessary organisation skills to maintain the highest standards of record keeping.

Essential Knowledge, Skills and Experience

• Experience as an assistant to senior leaders or experience in a similar administrative role at this level.
• Excellent interpersonal and communication skills to work effectively with a range of colleagues including board members, external stakeholders, staff colleagues and peers.
• Ability to manage time effectively, prioritise workload and meet deadlines.
• Ability to maintain accurate records and follow set procedures.
• Strong IT skills with the ability to learn new systems quickly and efficiently.
• Competency with current office technology including MS Teams, Microsoft 365 applications, emails and calendars, and associated communication tools.
• Ability to manage confidential information with discretion.
• Ability to work independently and as part of a team.

Desirable

• Experience supporting multiple senior stakeholders.
• Knowledge of governance or board-level administration.
• Experience working in a fast-paced environment.

WE OFFER

• A 7% employer contributory pension scheme.
• Family friendly policies.
• Death in service insurance scheme.
• 25 days plus bank holidays leave entitlement (FTE), including enhanced holiday allowance with incremental rises after qualifying period.

HOW TO APPLY

To apply, please use the online application system to submit your CV detailing your experience, roles and responsibilities, and answer the screening questions. If you have any queries or experience challenges with the application process, please contact us directly. Closing date: Wednesday 17th June 2026, 5pm. Interviews to be held w/c 29th June.

James’ Place is committed to promoting a diverse and inclusive community. Our aim is that no job applicant, temporary worker or employee receives less favourable treatment on the grounds of age, disability, gender and transgender status, race and ethnicity, religion and belief (including no belief), marriage or civil partnership status or sexual orientation. If you have a disability or health conditions which means you'd benefit from any adjustments to the interview process to help you perform at your best, please do let us know in advance. Any job offers made are subject to the receipt of two relevant satisfactory employment references. We expect this to include one from your most recent or current employer. Any job offers made are also subject to a satisfactory DBS check and a Right to Work in the UK check.