Executive Assistant

Salary: £44,277 (NJC Scale point 30‑32, incl LW + pension and other benefits)

Hours of work: 40 hours per week excluding breaks (Monday – Friday) with some evening working as required.

Annual leave: 35 days per year including bank/statutory holidays.

At The Passage, we believe in a society where homelessness no longer exists and everyone has a place to call home. Based in the heart of Westminster, we provide life‑changing support to people who are, or are at risk of, street homelessness. Guided by our Vincentian values, we offer practical solutions that empower individuals to rebuild their lives.

We are seeking to appoint a new Executive Assistant, reporting directly to Mick Clarke, Chief Executive. This role is of critical importance in supporting The Passage to achieve its vision and mission. You will join and support our dynamic and values‑led Senior Leadership Team, holding a number of important responsibilities including effective governance systems and ensuring that The Passage is professionally represented to partners and stakeholders.

You will also manage all aspects of the Chief Executive’s office in addition to providing project management and administrative support, including servicing all governance and trustee meetings. You will be dealing with sensitive and confidential information, so this role will require discretion and a high level of professionalism. You will therefore have excellent communication skills, with the ability to build and maintain effective relationships both internally and externally. You will also be highly organised, enjoy managing your own projects as well as working with different groups and teams and you will be committed to living out our values.

This is a wonderful opportunity to join our team and make a lasting difference.

• Support the effective governance systems of The Passage Group (P2000, Passage Housing Services and Passage Trading Services) by ensuring effective Trustee and Committee member recruitment, induction and continued professional development.
• Support each Chair of Board with the implementation and ongoing review of a skills matrix system.
• Act as the first point of contact for external bodies and individuals who wish to communicate with the Chief Executive, ensuring that the organisation is professionally represented and seen as accessible and responsive.
• Liaise with Board members, teams and external organisations as necessary to facilitate the work of the Senior Leadership Team.
• Assist the Chief Executive and Senior Leadership Team to project manage specific pieces of work and assist with the relationship management of key stakeholders.
• Maintain professional standards of confidentiality and discretion in all areas of work.
• Develop and manage systems that provide effective support for the Chief Executive and Senior Leadership Team, including diary management, scheduling and servicing meetings, project planning and monitoring communications.
• Assist in producing resources and other materials for the Senior Leadership Team as required.
• Assist and support the CEO and Senior Leadership Team with the management and running of high‑profile events as required.
• Provide administrative support to Senior Leadership Team, Board and all Governance Committees including the production of annual governance meeting schedules, correspondence and minutes, and compiling and circulating papers.
• Maintain an up‑to‑date and accessible filing system for the Chief Executive and ensure that all information is stored in an accessible manner on SharePoint, adhering to data protection requirements.
• Arrange meetings for the Chief Executive providing links with those involved and preparing hospitality, papers, and all practical arrangements.

General responsibilities:

• In conjunction with your Line Manager, continuously develop the role to ensure that all tasks are being undertaken in an effective and appropriate manner which meets the strategic aims and objectives of The Passage.
• Participate in internal/external meetings as required, and attend training events, conferences and other functions as necessary.
• Participate in regular supervision, annual appraisal and identifying individual professional and personal development and training needs.
• Ensure that all The Passage policies and procedures are being adhered to, particularly those relating to Health and Safety, Code of Practice and Confidentiality.
• Contribute to the effective implementation of The Passage’s Diversity and Equality Policy as it affects both The Passage and its work with vulnerable adults.
• Undertake your role in a professional manner at all times to maintain a high‑quality standard of work in accordance with the aims, values and ethos of The Passage.
• Undertake any other duties that may be required which are commensurate with the role.

Desired experience:

• E1 Experience of working as an Executive Assistant or equivalent senior support in a similar context.
• E2 Experience of devising and maintaining governance support systems (recruitment, induction, training and development and skills audit support).
• E3 Experience of administering effective governance cycles; including minutes, action tracking and preparation of papers.
• E4 Experience of diary management, inbox management and stakeholder coordination.
• E5 Experience supporting strategic projects, programmes, or organisational planning.
• E6 Excellent communication skills, with ability to build and maintain effective relationships with a range of diverse stakeholders, both internal and external.

Above all we are looking for inspiring and committed individuals who have a genuine desire to support people, and to help them to rebuild their lives.

Desired knowledge:

• K1 Knowledge of Office 365 products and project tracking tools.
• K2 Enhanced knowledge of governance and committee structures within a charitable organisation.
• K3 Knowledge of GDPR and Charity Commission guidelines for good governance.
• K4 Knowledge and experience of working as part of a senior leadership team or similar.

The Passage is committed to safeguarding and promoting the welfare of all residents who use our services, and, as such, expects all employees and volunteers to share this commitment. Under the Rehabilitation of Offenders Act (1974), we require all applicants to declare both spent and unspent convictions. Having a criminal record will not necessarily be a bar to employment with us.