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Role: Administrative Coordinator to CEO and Leadership Team
Duration: 6 months fixed term contract
Salary: £35,000 - £40,000
Hours: 35 per week
Location: London (Hybrid)
We are working with a wonderful charitable trust to recruit an experienced Administrator to support the CEO and leadership team.
About the role:
You will be responsible for providing administrative support to the Foundation’s CEO and its Leadership Team (comprising 9 Directors). You will liaise with the Foundation’s Trustees and other Board and Committee members, organizing papers, logistics, and taking minutes of meetings.
Key Responsibilities:
1. Personal Assistance to the CEO (approx. 40%)
• Manage CEO’s diary
• Monitor inbox and correspondence, flagging items for attention and follow-up, drafting responses where appropriate
• Book CEO’s travel and accommodation, processing expenses
• Plan and schedule cyclical meetings, producing and monitoring the annual calendar
• Occasionally collate information and draft outline papers and presentations
• Coordinate and plan for the wider Leadership team, including authorizing annual leave requests on CEO’s behalf
2. Trustees and Committees: Servicing and Meeting Administration
• Schedule and coordinate all Trustee and Committee meetings, and other events
• Draft meeting agendas, collate, format, and publish meeting papers using Diligent Boardbooks
• Ensure meeting room layout, AV, and catering requirements are in place
• Arrange Chair’s briefings prior to meetings
• Take meeting minutes and record action points for follow-up
• Organize periodic Trustee dinners
• Book accommodation and process Trustees’ expenses
• Act as the first point of contact for Trustees on general queries, diary management, and signing of papers
• Collate and record annual declarations of conflicts of interest for audit purposes
• Maintain Trustee and Company Secretarial document folders in SharePoint
3. Assisting the Leadership Team
• Plan monthly Leadership Team meetings and occasional away-days
• Draft agendas, collate and circulate papers, take minutes, and circulate action points
• Monitor follow-up of actions arising
• Assist Leadership Team members with diary and scheduling matters
4. Other Support, Including Meeting and Event Management
• Schedule and coordinate monthly all-staff meetings and other events
• Manage all operational aspects, including scheduling, invitations, circulation of papers, room layouts, catering, speaker, and guest liaison
• Provide administrative support on the day of events (e.g., greeting visitors, recording sessions)
Skills/Experience required:
Essential (E) / Highly Desirable (HD) / Desirable (D)
Experience
• Administrative/PA support for senior Directors or CEO (E)
• Working in a central coordinating role, liaising with internal and external stakeholders (E)
• Managing a complex diary and workload, prioritizing tasks (E)
• Handling confidential information with absolute discretion (E)
• Drafting agendas and minute-taking of complex meetings (E)
• Working with non-executive Boards (D)
• Experience in a grant-making or non-profit organization (D)
Knowledge and Skills
• Excellent organizational skills (E)
• Numerate (E)
• Strong written and verbal communication skills (E)
• Well-developed IT skills (including Word, Excel, Outlook, CMS) (E)
• Ability to work with high detail and accuracy without supervision (E)
• Some knowledge of academia (D)
Personal Qualities
• Flexible and open approach (E)
• Ability to work to deadlines, managing peaks and troughs of work (E)
• Proactive approach to problem-solving (E)
• Initiative and ability to work independently (E)
• Methodical and well-organized (E)
• Collaborative, willingness to help out as needed (E)
• Tact, discretion, and ability to maintain confidentiality (E)
• Excellent people skills, ability to develop positive relationships with colleagues, Trustees, and others at all levels (E)
• Interest in social policy and the mission of the organization (E)
• Strong interpersonal skills and emotional intelligence (E)
• Good judgment with confidence to make decisions and take responsibility (E)
• Interest in learning new skills (D)
How to Apply
If you meet the above criteria and are passionate about contributing to social justice, we would love to hear from you.
As leading charity recruitment specialists and a certified B Corp™, Harris Hill is committed to high and ever-improving standards of equitable and inclusive recruitment. We actively welcome applications from all sections of the community regardless of age, disability, gender, race, religion, sexuality and other protected characteristics.
