Our client, a Learned Society, is seeking a Deputy Executive Secretary to support various activities run by their society.
Deputy Executive Secretary
Hours: Part‑Time, 80% FTE
Contract: Permanent
Salary: £34,800 – £36,498 per annum, pro‑rata for 30 hours per week, DOE
Location: Central Cambridge office based, some remote work may be possible.
Key Responsibilities
* Managing the transition to and subsequent operation of the new online membership database; managing all membership matters (e.g. membership enquiries and introduction to new audiences) in a timely and consistent manner and with reference to the organisation's Bye‑Laws.
* Managing preparations for evening lectures and sharing responsibility for one‑day meetings, as well as departmental and summer visits organised by the society (event promotion and advertising in collaboration with the Communications Officer, liaising with guest speakers, organising lecture dinners and event catering, contacting venues, organising travel and accommodation, monitoring event bookings and waiting lists etc).
* Facilitating preparations for Council and Investment Committee meetings (preparing papers for consideration, following up where additional input is required, drafting agendas where necessary, providing cover for minute taking, assisting with follow‑up actions etc).
* Facilitating effective financial operations, including funding allocation rounds (collating papers for consideration, following up where additional input is required, liaising with decision panel members, communicating decisions to applicants and processing grants etc).
* Assisting with the operational support of the organisation's two journals when required.
* Providing cover for the Executive Secretary during their leave or when necessitated by their other work commitments.
* Preparing and maintaining risk assessments for different types of operations as well as organising the required provision (e.g. PAT testing, engagement of first‑aiders etc).
* Organising belongings and materials, including during the forthcoming change of the organisation's office and storage arrangements.
Person Specification
They are looking for a well‑organised, resourceful and flexible professional able to take initiative and work to deadlines. Ideally educated to a degree level, the role‑holder will assimilate information quickly, identify priorities and take matters forward without close supervision. Strong attention to detail and proficiency in standard software packages as well as remote collaboration tools (MS Teams, Google Drive, etc.) are essential. The successful applicant will be a tactful and persuasive communicator with a positive and friendly manner, comfortable working both independently and as part of a team, with or without supervision.
Administrative experience in higher education (particularly the University of Cambridge), working with financial accounts and/or implementing online CRM databases would be advantageous.
Terms of Appointment
Appointment will be made on a permanent basis, subject to satisfactory completion of a probationary period. An offer of appointment will be subject to the receipt of satisfactory references. Full‑time employees are entitled to an annual paid leave of 36 days inclusive of public holidays. For new part‑time employees, annual leave will be pro‑rata based on days worked. Hours of work will be agreed with the successful applicant, ideally including Mondays and Fridays and some evening work. Flexible arrangements during school / university holidays may be considered if required. The role‑holder is expected to be based in the organisation's office in central Cambridge, with an opportunity to work some hours remotely. Applicants are encouraged to state in their applications how they would like to work the hours.
Closing Date
Sunday, 10 May 2026.
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