We are seeking an experienced, highly organised and proactive Executive Assistant to provide dedicated, high-level support to the CEO, working in close partnership to ensure the effective and smooth running of the charity. This role is primarily focused on supporting the CEO and requires someone who is comfortable operating at pace, handling sensitive information with discretion, and acting as a trusted gatekeeper and sounding board. The postholder will work closely with the CEO on day-to-day priorities, governance support and stakeholder engagement, while also contributing to the wider effectiveness of the Senior Leadership Team and office operations. This role will suit a confident self-starter who is solutions-focused, people-centred, and able to anticipate needs rather than working reactively.
Responsibilities
Executive Support
- Provide high-level, confidential and proactive Executive Assistant support to the CEO, acting as a trusted partner and key point of coordination.
- Work closely with the CEO to manage priorities, deadlines and competing demands, anticipating needs and proactively resolving issues.
- Manage the CEO’s complex diary, inbox and meeting schedule, ensuring effective use of time and appropriate preparation.
- Act as a gatekeeper for the CEO, always handling sensitive matters with discretion and exercising sound judgement.
- Coordinate meetings with internal and external stakeholders, including Board members, ensuring agendas, papers and briefings are prepared in advance.
- Support the CEO’s work with the Board and its committees, including organising meetings, preparing agendas and papers, taking accurate and timely minutes, and tracking actions to completion.
- Communicate confidently and professionally with Board members and senior stakeholders, both verbally and in writing.
- Attend meetings with or on behalf of the CEO where appropriate, capturing clear notes, decisions and actions.
- Draft and prepare high-quality correspondence, reports, presentations and briefing documents for the CEO and Board.
- Build strong, trusted relationships across the organisation, enabling effective communication between the CEO, Senior Leadership Team and wider teams.
Business Operations
- Support the smooth running of core operational processes to enable the CEO and Senior Leadership Team to focus on strategic priorities.
- Contribute to the development and improvement of operational policies, processes and systems.
- Liaise with and manage external suppliers and service providers as required, maintaining effective working relationships.
Office Management
- Coordinate facilities management, including maintenance, repairs and liaison with building management or contractors.
- Manage office supplies, equipment and stationery, ensuring effective stock control and procurement.
- Support the organisation of internal meetings, events and charity-wide activities.
- Act as a first point of contact for office and facilities-related queries.
Qualifications
- Experience overseeing office management, facilities or budgets.
- Experience within the charity or not-for-profit sector.
- Proficient in Microsoft Office suite
- Experience in managing multiple priorities, administrative coordination, and logistics
- Well-organized, detail-oriented, ability to multi-task with great follow-up skills
- Strong written and verbal communication skills