Executive Assistant and Trustee Liaison Officer

Executive Assistant and Trustee Liaison Officer

Contract Type: Permanent, Full time
Salary: £37,602 - £41,780 per annum
Location: London

A fantastic opportunity has arisen for a highly organised Executive and Governance Support Officer to join our client on a full-time permanent basis.

About The Organisation

They are a non-governmental, international humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. Their mission is to transform the lives of people living in extreme poverty. They work with 25 million people each year, in some of the hardest to reach and most fragile places.

About the Role

Would you enjoy working in a fast-paced environment coordinating projects and workflow to support their leadership in delivering strategic goals? They are looking for someone who has the ability to build relationships with their Senior Management Team in the UK and Dublin offices, with their Board of Trustees, and amongst staff.

You will come with a proven skillset in organising, managing and prioritising work, maintaining confidentiality at all times with a strong command of written and verbal English together with excellent skills across the Microsoft Suite. If this role resonates with you, we look forward to receiving your application.

Previous experience in a similar role in the charity sector is desirable together with governance experience and an interest in international development and humanitarian response.

About You:

The ideal candidate will have proven experience preparing agendas, papers and reports, minute taking, and action follow-ups. You will independently prioritise and plan a busy workload and have excellent interpersonal skills with the ability to communicate with a wide range of people and build strong internal and external working relationships. You will have excellent written English and the ability to produce accurate work to a high standard and pay attention to detail. The successful post holder will be proactive and demonstrate an understanding of the importance of maintaining confidentiality at all times.

Main duties & Responsibilities:

• Provide effective diary support & inbox management for the Executive Director.
• Ensure the Executive Director is well prepared and able to execute their role effectively through support on briefings.
• Prepare expense claims for the Executive Director.
• Coordinate meetings for the Board, Audit and Finance Committee, Fundraising Committee, and Governance and Nomination Committee in conjunction with the Executive Director.
• Coordinate Board meetings in conjunction with the Director Northern Ireland.
• Take responsibility for Trustee communications including the preparation, editing and dispatch of Board Papers, production of meeting minutes, and recording action points. Produce and maintain rolling agendas.
• Track and update actions on governance issues for both Boards, i.e. signing of documents and declarations, producing letters of appointment, preparing Board papers on Trustee Issues and keeping the website updated.
• Control of Trustee information regarding GDPR and compliance standards.
• Responsible for personal data collection and support for recruitment and induction processes for new Trustees.
• Coordinate SMT meetings; produce and update rolling agendas, prepare monthly agendas, circulate papers, coordinate presentations and maintain action logs.
• Ensure the availability of clear and accurate minutes of Board, SMT, ELT and other meetings where relevant. Ensure they are properly approved and filed.
• Coordinate Board and SMT Away Days.
• Monitor and remind ED and SMT of key moments, deadlines and important tasks.
• Assist with collating information, editing and preparation of papers and presentations.
• Organise UK and international travel arrangements for SMT and board members on request.
• Prepare expense claims for Trustees.
• Coordinate the timetable and logistics for all staff briefings in consultation with the ELT.
• Support SMT members in organising events and consultancies on an ad hoc basis.
• Support cross-organisational projects led by SMT members including documentation, planning and organising on an ad hoc basis.
• Support the Compliance Officer with approved and final policies and other documents.
• Manage the London Info e-mail inbox.

They are currently trialling a hybrid model. Staff are expected to come into their base office once per week or the monthly equivalent (i.e. 4 times per month). Staff are also able to flex their start and finish times between the hours of 7am to 7pm daily.

Our client encourages all qualified candidates, irrespective of gender, ethnicity and origin, disability, political beliefs, religious beliefs, sexual orientation, or socio-economic status to apply to become a part of the organisation. They are against all forms of discrimination and unequal power relations and are committed to promoting equality.

Please upload your CV and cover letter by 15th November 2024.

All candidates who are short-listed for an interview will be notified via email after the application deadline. Candidates must be legally entitled to work in the UK at the time of application.

They reserve the right to close this role before the deadline.

The successful post holder will be required to complete a criminal records self-declaration form and complete a basic DBS check.

You may have experience in the following: Executive Assistant, Personal Assistant, Governance Officer, Board Liaison Officer, Senior Administrative Officer, Chief Executive Assistant, Trustee Relations Coordinator, Secretariat Officer, Operations Support Specialist, Project Coordinator, Executive Coordinator, Governance Administrator, Charity Sector Administrator, Senior Management Support Officer, Compliance and Governance Assistant, Nonprofit Executive Assistant, etc.

REF-217 754