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 James' Place is a charity that provides free, life‑saving therapy to men in suicidal crisis through clinical services at centres in Liverpool, London, Newcastle and Birmingham.

The Opportunity

Executive Assistant role supporting the Executive Leadership Team, providing high‑level administrative support to the CEO, Directors, and the Consultant Suicide Prevention Therapist.

Key Responsibilities

• First point of contact for the CEO, Directors and Consultants, managing enquiries, greeting visitors, answering the phone, and responding to email enquiries.
• Deal with enquiries over email and telephone, schedule and amend meetings and take messages as required.
• Manage multiple complex calendars, booking appointments, meetings and making travel arrangements.
• Support day‑to‑day administration and coordination for the CEO, Directors and Consultants.
• Prepare, format and issue correspondence, reports and presentations.
• Record and share meeting minutes and track actions.
• Maintain accurate records in line with administrative procedures.
• Support communication between senior leadership and internal/external stakeholders.
• Maintain effective systems to ensure time and resources are used efficiently.
• Always manage confidential information with discretion.

Operations

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

Values

• Maintain a professional, calm and approachable manner in all interactions.
• Treat every person who contacts the organisation with respect and professionalism.
• Demonstrate discretion, integrity and confidentiality at all times.
• Demonstrate commitment to the values of Focus, Bravery, Compassion, Professionalism, Collaboration, Respect and Hope.

Person Specification

This role requires excellent people and organisational skills and the ability to communicate professionally and effectively, both verbally and in writing, with a range of stakeholders.

Essential Knowledge, Skills and Experience

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

Values

• Engage with organisational values.
• Promote equality, diversity and inclusion.
• Work collaboratively.
• Show transparency, honesty and discretion.

Desirable

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

We Offer

• 7% employer contributory pension scheme.
• Family friendly policies.
• Death in service insurance scheme.
• 25 days plus bank holidays leave entitlement, including enhanced holiday allowance.

EEO Statement

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 that would benefit from adjustments to the interview process, please let us know in advance. All job offers are subject to satisfactory employment references, a DBS check and a Right to Work check in the UK.