Executive Assistant & Project Manager (Maternity Cover)

Citizens UK is the UK’s biggest, most diverse and most effective people-powered alliance. We bring communities and local organisations together to work on issues that matter; from campaigning for zebra crossings on dangerous roads, to reforming the immigration system, to the Living Wage campaign. We have a track record of winning change through hundreds of local and national campaigns. We know everyday people have the ability to shape the world around them. We believe that through developing local leaders, we can drive nationwide change and create community-led solutions to big and small problems.

Purpose

This role will report to the Executive Director, Finance and Operations, and will be responsible for providing executive assistance to three Executive Team members; the Executive Director, Finance and Operations (EDF&O), the Director of Communications and External Affairs (DCEA) and the Director, London (DL). The main duties include scheduling meetings, handling correspondence and assisting with the management of projects that all Directors are involved in. To be successful in this role, you will be able to initiate, meet deadlines and communicate effectively. Ultimately, you will be identifying and addressing the needs of the Executive Director/Directors, performing management and administrative tasks and building good working relationships to increase the effectiveness of the organisation.

Main Responsibilities

• Contribute towards CUK’s mission and strategic objectives through Executive Support function.
• Manage Executive Director/Directors diaries including booking meetings, scheduling attendees and organising venues, in person and online.
• Manage Executive Director/Directors correspondence including prioritising and responding to emails.
• Schedule Appraisal and Supervision meetings and visits: ensuring Executive Director/Directors time is well used through proper preparation and follow-up with direct reports, other local staff and external stakeholders.
• Process expenses for Executive Director/Directors as well as processing of invoice payments.
• Maintain an electronic filing system, ensuring processes and software are up to date and in working order.
• Provide management and administrative support to assist Executive Director/Directors in their workload.
• Lead coordination of monthly financial budget calls, including scheduling and managing diaries for approximately 17 chapter meetings each month, alongside quarterly budget review sessions.
• Provide live meeting support for all budget calls, including screen sharing, documenting key points, managing attendance, and ensuring smooth delivery of all administrative aspects.
• Serve as Secretariat for the monthly Operations and Organisational Development (OOD) Team Meetings, including drafting agendas, circulating papers, taking accurate and timely minutes, and producing post-meeting action logs.
• Maintain and manage the OOD SharePoint site, ensuring documents, actions and meeting materials are updated, accessible, and appropriately organised.
• Act as the primary administrative point of contact for the OOD team, responding to queries, managing workflows, and ensuring effective communication across the team.
• Work closely with the Director of Organisational Development, providing proactive support in planning, preparing and running the OOD meetings they chair.
• Oversee action tracking and follow-up for all meetings, ensuring progress is monitored, deadlines are met, and information is escalated where appropriate.
• Support wider departments of each of Executive Director/Directors, as well as wider organisational and project administration, as required, to ensure smooth operational functioning during the maternity leave period.

Build and manage projects and achieve work targets effectively:

• Co-ordinate projects and ensure follow-up with team members where required.
• Create and manage systems to monitor performance of the Chapters, Projects and staff supervised by Executive Director/Directors: e.g. through reporting mechanisms and supervisions and appraisals.
• Maintain an action log Executive Director/Directors including following up with those responsible to ensure actions are taken.
• Manage their workflow and to-do list, assisting with prioritisation and the delegation of tasks to staff.

Learning, expertise and inclusion:

• Undertake appropriate personal and professional development.
• Provide others with relevant and helpful advice and technical support.
• Proactive in maintaining own wellbeing at work.

Develop and manage internal and external relationships:

• Build and maintain good working relationships with staff and stakeholders.
• Schedule meetings as required, setting agendas and circulating any papers.
• Work collaboratively across Citizens UK to ensure that interactions meet the expectations of our network and stakeholders.
• Take minutes at meetings as requested at other meetings where necessary e.g. Executive Team, CUK Leadership Team, staff meetings and external meetings.
• Manage and coordinate work within team and colleagues across CUK.
• Effectively liaise with external stakeholders, suppliers etc.

Communications:

• Assist with drafting and producing communications e.g. newsletters, emails and other media, liaising with the Comms Team.
• Attend/dial in and take minutes of meetings.
• Provide team and stakeholders with regular, timely communications.
• Attend meetings and represent CUK effectively to audiences in meetings and at events.

Knowledge Management:

• Ensure data is handled and managed in a GDPR compliant manner.
• Maintain an electronic filing system, ensuring processes and software are up to date and in working order.

Managing income and resources:

• Ensure careful use and stewardship of CUK’s resources when booking venues, travel and incurring other expenses.
• Create and manage admin systems to track income resources effectively.

Contribute towards the CUK mission & strategic objectives:

• Demonstrates enthusiasm and commitment to the function and the core mission of CUK.
• Reliably implements and participates in the development of policies, procedures, and values in the delivery of work across the team.

Build and manage Projects and achieve Work targets:

• Effectively Identifies opportunities, initiates and manages projects; incl. planning and organising work effectively.
• Delivers on functional KPIs and targets.
• Delivers to time and budget.

Learning, expertise and Inclusion:

• Keeps up-to-date with functional good practice, incl. within third sector.
• Trains and coaches others giving relevant advice and technical support, incl. ensuring team have access to training and development opportunities.
• Displays self-awareness of DEI issues and good practice.
• Considers the impact on direct reports.
• Acts as a role model for DEI awareness and implementation.
• Is alert to and manages the impact of DEI issues for direct reports and stakeholders.

Develop and manage external Relationships:

• Proactively develops and nurtures new and existing relationships that further CUK goals; Manages a diverse range of relationships.
• Seeks feedback and acts to ensure that stakeholders are having a good experience of working effectively with CUK.

Develop and manage internal relationships:

• Manages and coordinates their work within team and with colleagues across CUK.
• Effectively line manages and develops staff.
• Encourages a culture of transparency and sharing across CUK.

Communications:

• Provides stakeholders with regular comms; ensuring their needs are met with timely, appealing, communication materials.
• Represents CUK effectively to audiences in meetings and at events.

Knowledge Management:

• Responsibility for ensuring team members record and store data accurately and GDPR compliantly.

Generate income and resources:

• Contributes to plans and proposals to grow sources of income/manage resources.
• Negotiates with suppliers/third parties to reduce cost base.
• Participates in the development of funding proposals.

Safeguarding, Health & Safety & Wellbeing:

• Proactively undertakes risk assessment and responsibility for team wellbeing.
• Proactive in maintaining own wellbeing and supporting direct reports in managing their own wellbeing at work.

Personal Specification

• Qualifications: Degree or Diploma in Business Administration or associated subject (D)
• Experience: Provision of administrative and diary assistance to Executive level (E)
• Experience of handling a wide range of correspondence (E)
• Project management skills to track and monitor progress across teams (E)
• (D) Taking and writing minutes, developing reports and presentations (E)
• (D) KEY SKILLS AND KNOWLEDGE: Able to build relationships with a range of people and communicate clearly (E)
• Advanced level Microsoft Office, particularly Word, Excel, PowerPoint, SharePoint and Outlook (E)
• Diplomatic approach and discretion in handling sensitive and confidential information. (E)
• Previously developed time management and prioritisation skills. (E)
• Personal Qualities & Values: Ability to take initiative and work independently (E)
• Self-motivated and adaptable (E)
• A positive enthusiasm for working within third sector and aligned with Citizens UK’s values (E)

About the application process

We work within diverse communities bringing people together. In line with our Inclusion value, we would love to see applications from LGBTQIA+ people, people from racialised communities, people living with disabilities and people of faith, all to better represent the communities we work in. We want our employees to have the working conditions that allows them to fully participate, be able to be their best authentic selves and thrive doing so, and we have employee networks to support staff. Even if you don’t quite meet all the required criteria still consider applying, as we invest in our employees and support them to develop the skills and knowledge required to deliver their role. For questions and reasonable adjustments regarding your application including information in a different format, or our recruitment process, please email us.