Executive Assistant to CEO & Board | Hybrid Charity

The UK Antarctic Heritage Trust is seeking an experienced, highly organised Executive Assistant to provide expert support to our CEO, Board of Trustees and wider team. This is a central role in a small, ambitious charity working to conserve Antarctic heritage and connect people with the stories of human endeavour, science and discovery that shape this extraordinary place.

The opportunity

We are looking for a proactive and discreet Executive Assistant to help the CEO’s office, Board and wider organisation work effectively. You will coordinate executive support, governance administration, meetings, records and key internal processes, helping UKAHT deliver its strategic aims with professionalism and care. This is a varied role at the heart of the Trust. Alongside supporting the CEO and Board, you will work across the team on areas including HR, recruitment, retail administration, internal communications and office coordination. Like UKAHT, the role can be fast-paced and wide-ranging. You will need excellent judgement, strong attention to detail and the ability to manage competing priorities calmly and confidently. Most importantly, you will be a positive and collaborative team player who is happy to turn their hand to a broad range of tasks.

Job role

The Executive Assistant provides high-level support to the CEO and Board of Trustees, enabling the effective running of UKAHT’s executive, governance and operational activity. You will help ensure meetings are well planned, actions are followed up, records are accurate, policies are maintained and the CEO’s time and priorities are managed effectively. You will also support the wider team, contributing to a well-organised, professional and collaborative working environment.

Key responsibilities

• Manage the CEO’s diary, inbox, meetings, travel and correspondence.
• Prepare briefings, agendas and meeting papers.
• Coordinate Board and committee meetings, including scheduling, papers, minutes, actions and governance records.
• Support trustee engagement, onboarding, expenses and regulatory administration.
• Track actions and help ensure agreed priorities are delivered.
• Maintain the Trust’s policy framework, review schedule and version control.
• Support GDPR and data protection compliance, ensuring information is handled securely.
• Maintain accurate organisational records.
• Contribute to wider compliance and reporting requirements.
• Support recruitment, onboarding and induction processes.
• Coordinate interviews, training and staff development records.
• Assist with internal communications and team coordination.
• Support wider organisational priorities as required.
• Coordinate leadership meetings, away days and internal planning.
• Support events, stakeholder engagement and general office administration.
• Help maintain effective digital systems, including SharePoint, Teams and records management.
• Monitor shared inboxes and communication channels, responding to or redirecting enquiries.
• Provide meeting cover, including minute-taking and action tracking.
• Support cross-team activity where a coordinated effort is needed.

Ways of working

• Work collaboratively across the Trust.
• Demonstrate discretion, sound judgement and professionalism.
• Uphold UKAHT’s values and contribute positively to our reputation and impact.
• Support team cohesion and organisational effectiveness.
• Undertake other duties appropriate to the role in support of UKAHT’s aims.

Person specification

Knowledge and experience

• Significant experience supporting senior leaders and small teams.
• Experience of governance administration.
• Strong organisational skills and the ability to manage competing priorities.
• Aware of charity administration.
• Experience supporting work across different teams or functions.

Skills and abilities

• Excellent written and verbal communication skills.
• Strong Microsoft 365 skills.
• Excellent administrative and numeracy skills.
• Meticulous attention to detail.
• Ability to organise meetings, produce clear minutes and track actions.
• Confident using technology to improve efficiency.
• Excellent customer service and stakeholder management skills.

Attributes

• Proactive, organised and dependable.
• Discreet and values-driven.
• Self-motivated and able to work without close supervision.
• Flexible, practical and willing to support a range of tasks.
• A positive and enthusiastic team player.
• Willing to travel within the UK for Board meetings and organisational events.
• A demonstrable passion for the work of UKAHT.

Terms

• Location: This role is based at our Cambridge office at High Cross, Madingley Road, Cambridge, CB3 0ET. We operate a hybrid working model, combining home-working with essential office-based work. You will be required to attend the office weekly.
• Salary: £31,000 pro rata.
• Working hours: 22.5 hours per week, worked flexibly by agreement Monday to Friday. Occasional evening and weekend work may be required, for which time off in lieu will be given.
• Holiday: 25 days pro rata, plus public holidays.
• Expenses: Reasonable travel costs incurred as part of the role will be reimbursed in line with UKAHT policy.
• Probation period: The appointment is subject to a 3-month probationary period.
• Notice period: Following successful completion of probation, the notice period is eight weeks by either party.

How to apply

Our recruitment process aims to select the candidate whose skills, knowledge and experience best match the role, and whose attitude and character fit UKAHT’s values and culture. To apply, please upload your CV and either a cover letter or an optional video of up to three minutes outlining your interest in and suitability for the role. Applications must be submitted through the application link. We are unable to accept applications outside this process.

Deadline: 12 noon, 25 June 2026

Interviews: Week commencing 6 July 2026, online

Informal queries about the role may be directed to Camilla Nichol at camilla.nichol@ukaht.org.

We look forward to hearing from you.

What it’s like to work for UKAHT

UKAHT is a small, collaborative team of full and part-time staff, freelancers and specialist partners based across the UK. Our work spans heritage, conservation, operations, logistics, fundraising, retail, communications, finance, storytelling, policy and Antarctica. Our office base at the British Antarctic Survey in Cambridge connects us closely with scientists, operational specialists, archivists and environmental managers. We have a well established hybrid working culture that balances flexible online collaboration with purposeful time together. The whole team meets quarterly in Cambridge, and locally based colleagues work from the office at least once a week. Each year, we recruit and deploy an Antarctic team to operate at Port Lockroy and our other historic sites. Port Lockroy is a museum, penguin colony and post office, welcoming visitors from around the world. It is where we connect people with Antarctic heritage, generate vital income and support global interest in Antarctica. Our conservators also work across all our sites to maintain, monitor and digitally record these remarkable historic places and their artefacts. We are united by our values and by a shared passion for Antarctica and its heritage.

About UKAHT

The UK Antarctic Heritage Trust brings people closer to the wonder of Antarctica and its stories of human endeavour, helping to promote a greater understanding of this extraordinary place and the role we all have in protecting it. We conserve Antarctic heritage by looking after six historic sites on the Antarctic Peninsula, as well as the famous wreck of Endurance. We deliver creative public programmes and work with Antarctic policymakers on issues related to heritage conservation. Through the layers of human history in Antarctica, including lesser-known stories, we explore why Antarctica matters to us all and help current and future generations understand, value and protect this precious wilderness. UKAHT is committed to equal opportunities and to increasing the diversity of our people. We welcome applications from all suitably qualified candidates and particularly encourage applications from people currently underrepresented in the polar regions, including Black, Asian and minority ethnic candidates, disabled people and LGBTQI+ people. We also welcome flexible working arrangements.