Executive Assistant

We are seeking an exceptional and talented individual to carry out the critical role of Executive Assistant and Governance officer to the CEO and the Board of Trustees of a charity. You will have the experience of a highly organised individual with excellent executive assistance, organisational, communication and interpersonal skills to undertake a key coordinating and supporting role for the Senior Leadership Team (SLT), Trustees and Committees. The ability to take accurate, well-written minutes is essential, as is confidence in arranging hybrid meetings using appropriate equipment and technology. You will have the ability to maintain a high degree of confidentiality and act with tact and diplomacy at all levels and to make administrative, project and process decisions and have sound judgement on sensitive, confidential, urgent issues, whilst working in a fast-paced environment. You will be used to joining the dots and making appropriate connections, ensuring that people have the right information at the right time. Outstanding organisational and time management skills, a methodical, efficient approach, and a real attention to detail are essential for this role.

Executive Assistance and Management:

• Provide strategic, tactical and administrative support to the CEO in the management of key relationships, including stakeholders such as trustees and the Committees, including direct communication with the SLT and teams including programmes, fundraising, communications and operations.
• Engage actively with key stakeholders, including partners, donors, and community members, to support the SLT in fostering positive relationships and facilitate communication.
• Liaise effectively with staff, actively contribute to streamlined and improved operations, facilitating project management including regular Business plan and project updates.
• Coordinate and organise administrative support for all Board meetings and Board papers, including diary management, agenda drafting, minute taking and any other practical arrangements required.
• Acting as a key point of contact for the Trustees and enabling their active involvement with the organisation.
• Facilitating trustee recruitment and induction, ensuring all new trustees are able to access the information and tools needed to work effectively and maintaining a record of their onboarding and conflict of interest information.
• Actively coordinate tasks and monitor progress for critical projects and initiatives, ensuring effective communication among team members and stakeholders.
• Actively set up and maintain efficient administrative systems, including databases with regular updates on contact information.
• Manage the CEO’s travel procedures and arrange travel, including: developing itineraries, arranging flights where necessary, hotels and transfers, securing visas and ensuring travel documents are in place.
• Ensure the processing of CEO’s expenses is done timely and accurately in accordance with policies and procedures.

Event Support:

• Manage the logistical aspects of charity events (online and in person) from conception through to delivery with detailed event timelines to ensure smooth execution, including securing venues, event registration, speaker liaison and working with the Communications team.
• Coordinate and manage events including event registration, speaker liaison and helping with roving microphones, at all times delivering excellent customer service. For online events, tasks include running Zoom sessions and managing delegate chat boxes.
• Develop detailed project plans, including timelines, budgets, resource allocation, and risk management strategies for events.
• Work closely with the IT team to ensure all systems are secure, up-to-date, and performing optimally.