Executive Assistant to CEO

We are currently looking for an Executive Assistant to support the CEO and Deputy CEO of a small London Based Charity.

The Executive Assistant will provide comprehensive administrative support to the CEO and Deputy CEO and play a crucial role in ensuring the efficiency of the executive office. They will also provide administrative support to the Relationship Management and Business Development teams. This role involves a variety of tasks including managing schedules, preparing meeting materials, drafting minutes for Board meetings and keeping databases and other tracking tools updated

Key Responsibilities:

• Executive Support:
  • Manage the CEO and Deputy CEO’s calendar, including scheduling meetings, appointments, and travel arrangements. This will involve speaking to HNW individuals and lawyers.
  • Prepare and organise materials for external and internal meetings, presentations, and reports.
  • Handle confidential information with the highest level of discretion and professionalism.
• Board Support:
  • Attend Board meetings and other executive-level meetings as required.
  • Draft, proofread, and finalise minutes for Board meetings, ensuring accuracy and timely distribution.
  • Coordinate with Board members to schedule meetings and prepare agendas.
  • Provide support to the Relationship Managers by managing arrangements for Board Meetings with other Foundations, including attending, taking minutes and distribution of minutes.
• Communication:
  • Serve as a point of contact between the CEO and internal/external stakeholders.
  • Handling calls efficiently, professionally and promptly and assisting with enquiries where relevant.
  • Draft and proofread correspondence, reports, and other documents on behalf of the CEO and Deputy CEO.
• Administrative Support to RM and BD team:
  • Provide administrative support to the RM team, to include activities such as processing donations and sending receipts.
  • Supporting the team to keep databases and trackers up to date.

Qualifications and Person Specification:

• Minimum A level education, must be numerate.
• Minimum of 5 years of experience in an executive assistant or similar role, preferably supporting C-suite executives.
• Proven experience in writing and preparing Board meeting minutes.
• Exceptional organisational and multitasking skills with the ability to prioritise tasks effectively.
• Strong verbal and written communication skills.
• Meticulous attention to detail is essential in this role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Flexible and adaptable, with a positive attitude and strong problem-solving skills.