Overview
Executive Assistant to Chief Executive Officer (part-time, 16 hours per week split over 2 or 3 periods). The role is primarily remote; however, attendance at head office (Wilberforce House) will be required on occasion. While the position offers flexibility, there may be designated hours during which your availability will be essential.
Responsibilities
* Manage the CEO’s calendar and email inbox, ensuring timely scheduling, prioritisation, and follow-up.
* Maintain and organise documents and files using OneDrive and SharePoint.
* Provide regular updates and reminders to the CEO, helping maintain focus and accountability.
* Draft and send communications that reflect the CEO’s tone and voice.
* Liaise with internal and external stakeholders on behalf of the CEO with professionalism and discretion.
* Represent the CEO in correspondence and meetings when appropriate.
* Minute Board and committee meetings with accuracy and attention to detail.
* Support the CEO in fulfilling statutory reporting requirements for Companies House and the Charity Commission.
* Assist with company secretary-related tasks, including maintaining governance records and coordinating filings.
* Provide support with programme management and reporting activities.
* Track actions and deadlines related to strategic initiatives and governance requirements.
* Confidently use the full Microsoft 365 suite, including Outlook, Word, Excel, Teams, and SharePoint (for file management).
* Ensure digital systems are used efficiently to support remote working and collaboration.
* Attend occasional in-person meetings at Wilberforce House to build relationships and maintain team cohesion.
* Contribute to a positive and connected team culture despite the primarily remote nature of the role.
Qualifications
* Proven experience as an Executive Assistant or similar senior administrative role.
* Strong calendar and email management skills.
* Experience minuting Board and committee meetings.
* Ability to represent the CEO professionally in written and verbal communications.
* High proficiency in Microsoft 365 suite, including Outlook, Word, Excel, Teams, OneDrive, and SharePoint (for file management).
* Demonstrated ability to work independently with minimal supervision.
* Strong organisational and time-management skills.
* Ability to maintain confidentiality and exercise discretion.
* Familiarity with company secretary duties and statutory reporting processes.
* Experience working with or supporting charity Trustees and understanding of Charity Commission requirements.
* Exposure to programme management and reporting.
* Understanding of Companies House compliance and governance frameworks.
Personal attributes
* Credible and confident communicator with a professional tone.
* Self-starter who can quickly grasp expectations without extensive training.
* Firm but supportive – able to challenge and guide the CEO constructively.
* Ideally someone transitioning from a high-demand EA role seeking a more balanced position.
* Team-oriented, with a willingness to attend occasional events or meetings in person.
* Work independently with minimal supervision, demonstrating initiative and sound judgment.
* Adapt to evolving expectations and provide constructive feedback and guidance to the CEO.
* Maintain confidentiality and discretion at all times.
* Develop and maintain good working relations with all Wilberforse Trust staff.
* Promote good employment practices, equal opportunities, and welfare in accordance with Trust policies, including disciplinary and grievance procedures.
* Always uphold the values of The Wilberforce Trust.
* To represent the Trust as required.
* To undertake such other duties as the Chief Executive or Trustees may reasonably require from time to time.
The above job description is for guidance only and is not contractual. The Management and Board of Trustees reserve the right to alter, delete or add any part after consultation.
Role details
* Seniority level: Mid-Senior level
* Employment type: Contract
* Job function: Administrative
* Industries: Hospitals and Health Care
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