Executive Personal Assistant

Are you skilled at managing complex calendars and ensuring deliverables stay on track? Do you excel in high-level PA roles and Project Coordination? Are you passionate about research and innovation in the humanitarian sector?

Charity People are delighted to be partnering with a global charity that is dedicated to finding solutions to complex humanitarian problems through research and innovation. This well-established organisation works in collaboration with humanitarian organisations, researchers, innovators, and the private sector to tackle some of the most challenging issues affecting people worldwide. Their mission is to build a global research and innovation system that is relevant, responsive to need, and capable of delivering transformative solutions.

As the Executive Personal Assistant, you will provide comprehensive and confidential administrative support to the Director of Impact and Engagement and their direct reports (Heads of Teams) to help manage their workload and keep deliverables on schedule.

Executive Personal Assistant

Duration: Initially for 3 months with a potential monthly rolling extension.

Immediate start essential

Location: London, Cardiff, Edinburgh, Manchester, or remote within the UK.
A remote-first working environment whereby staff can choose to work from home or their office of reference. Staff are expected to attend in-person meetings monthly (at most) to support collaboration and connection with team members.

Hours: Full time (35 hours per week)

Flexible working is supported as much as possible and requests for non-standard hours will be considered.

Pay: Hourly pay £20.37 plus £2.46 per hour holiday pay, up to £22.35 plus £2.70 holiday pay per hour (Equivalent to annual salary of £37,080 - £40,685 FTE)

Key Responsibilities:

• Develop and maintain good relationships with members of the Board, Leadership Group, managers, and external stakeholders.
• Effectively manage the Director's and Heads of Team's Outlook calendars, anticipating and scheduling regular events, meetings, and appointments.
• Maintain inboxes, ensuring urgent emails are prioritised and responding appropriately.
• Assist on a range of projects focused on programme delivery and organisational development, communicating progress updates and resolving issues.
• Coordinate procurement and contract management processes, ensuring compliance.
• Collate information, statistics, reports, and presentations to support the Director and Heads of teams.
• Support the planning, administration, and organisation of events, including programmatic steering groups, engagement events, and staff events.
• Organise travel and accommodation through our corporate travel agent in line with company policy.
• Maintain and develop intranet pages related to the teams and provide support and coordination to our current SharePoint development project.
• Coordinate and organise meetings, prepare agendas, take notes of actions, and ensure staff members are adequately prepared.
• Process expenses and invoices, ensuring compliance with financial processes.
• Undertake any other duties as assigned in support of the charity's purpose and objectives.

Essential Skills and Experience:

• Significant experience working as an executive PA for a senior team, including administrative support, diary, and inbox management.
• Autonomous working with the ability to use judgement and discretion.
• Experience coordinating procurement and contracting processes.
• Project coordination experience, maintaining deadlines, budgets, and stakeholder communication.
• Proactive attitude with the ability to take initiative confidently.
• Excellent problem-solving skills, independently resolving administrative, compliance, and policy issues.
• Strong communication skills with the ability to build rapport quickly with a wide range of stakeholders.
• Exceptional organisational skills, with the ability to plan, prioritise, and meet tight deadlines under pressure.
• Events coordination experience.
• Experience working within grant management, innovation, or research.

How to Apply:

If you are interested in this opportunity, please apply without delay as we are reviewing applications on a rolling basis.

Closing date: 8th July at 9am

Interviews: Thursday 11 July via Teams

Start: ASAP

Charity People actively promotes equality, diversity and inclusion. We match charity needs with the skills and experience of candidates, irrespective of age, disability (including hidden disabilities), gender, gender identity or gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation. We do this because we know greater diversity will lead to even greater results for the charities we work with.