We are looking for a motivated and capable Executive Assistant to support our Executive Director and the Board of Trustees in a proactive and professional manner. The Executive Assistant’s main duties include scheduling meetings, handling correspondence, taking minutes and project management. To be successful in this role, you will be able to initiate, meet deadlines and communicate effectively. Ultimately, you will be identifying and addressing the needs of the Executive Director, supporting the Board, and performing administrative tasks and build good working relationships to increase the effectiveness of the organisation.

Main Responsibilities

1. To manage the Executive Director’s diary including booking meetings, scheduling attendees and organising venues.

2. To manage the Executive Director’s correspondence including prioritizing and responding to emails.

3. To schedule Trustee meetings: subcommittees, Board, ad hoc, and AGM; and to liaise with the Executive Director, Chair of Trustees, and the Chairs of the subcommittees about setting the agenda and getting papers sent out.

4. To attend and take minutes for meetings including Board of Trustees, Trustee Sub-Committees, Executive Team, Citizens UK Leadership Team and staff meetings.

5. To hold an action log for the Executive, Strategy Team and Trustee Board, including following up with those responsible to ensure actions are taken.

6. To populate and hold the log of policies including dates of review, compliance lead and compliance status.

7. To co-ordinate the process of elections to the Board of Trustees and to co-ordinate the induction of new Trustees including values, code of conduct, declarations and duties of trustees.

8. To build and maintain a good working relationship with relevant staff, trustees and stakeholders. 

9. To co-ordinate projects and follow-up with team members where required.

10. To process Executive Director and Trustee expenses.

11. To maintain an electronic filing system, ensuring processes and software are up to date and in working order.

12. To maintain Companies House and Charity Commission Compliance for Citizens UK and related companies, including filing confirmation statements and dormant accounts where applicable.

Experience

· Experience of providing administrative and diary assistance to Executive level and to Trustee Boards.

· Experience of handling a wide range of correspondence.

· Experience of managing projects.

·  Experience of taking and writing minutes, developing reports and presentations.

·  Highly proficient in the use of Microsoft Office, particularly Word, Excel, PowerPoint and Outlook to an advanced level.

Skills and Attitudes

· Motivated to work at an exciting and values-driven organisation and to find ways to help the organisation develop.

· Keen to learn and develop new skills including on charity governance.

· Able to build relationships with a range of people and communicate clearly.

· Proficient in the use of Microsoft Office, particularly Word, Excel, PowerPoint and Outlook.

· Able to draft professional correspondence and minutes.