Overview
Being an Executive Assistant in our charity means playing a vital role in work that genuinely changes lives. You're at the heart of our mission-supporting leaders, shaping priorities, and helping our teams deliver real impact for the people and communities we serve. This role provides high level administrative and operational support to senior leaders, ensuring their time, priorities, and workflows run smoothly. The role blends organisation, communication, and problem solving with a strong sense of discretion and initiative.
Responsibilities
* Support the Chief Executive by anticipating their needs, resolving issues quickly and managing a complex work diary, scheduling and meeting co-ordination.
* Manage all key administrative tasks and processes, with confidentiality, discretion and sound judgement suitably drafting of responses and production of supplementary information as required.
* Attend key meetings, preparing agendas, taking minutes, tracking actions, helping drive completion of key deliverables, and following up on outstanding items. Also, managing workflows which require approvals obtaining relevant information and promptly producing minutes.
* Handling planning of travel booking and expense requirements for the exec leadership team
* Maintain a forward calendar of activity for the organisation and assist the Chief Executive in managing the Strategic Plan.
* Undertake project management duties on specific projects and development initiatives as requested.
* Provide background, insight, advice and relevant briefing materials in advance of meetings/engagements.
* Support the Senior Leadership Team in the management and administration of cross-cutting organisational activities such as performance reviews, projects and programmes coordination.
* Assisting the CEO and Directors to support the Board, Chair of Trustees and governance structures of the charity.
* Coordinating and providing secretariat for governance meetings, including taking minutes at Board meetings.
* Tracking and managing key aspects of the organisational processes for Board papers, on time and to a good quality.
* Ensuring timely submissions and reporting to regulatory bodies, e.g. Charity Commission, Companies House.
* Proactively manage the Risk Register, keeping it up to date and reporting to SLT and Board as required.
* Acting as a key contact between the executive leadership team and external stakeholders, booking rooms, resources and room set up.
* Manage inboxes, drafting correspondence and prioritising communications both internally and externally.
Benefits
What can we offer you
* Working with YMCA Together comes with a whole host of benefits. We hope that people will find deep personal fulfilment and purpose by working with alongside people in our services. Our teams are compassionate and supportive, fostering a strong sense of community. With opportunities for professional growth, YMCA together offers training to support your role and personal development.
* IT literate, including proficiency in use of Word and Excel.
* Excellent communication skills, both written and verbal.
* Excellent interpersonal skills, with the ability to relate well to people
* Ability to be flexible and to adapt to changing and challenging circumstances, operating calmly and effectively.
* Ability to work supportively and co-operatively as part of a team.
* Ability to show initiative, be self-motivating, formulate ideas and solutions and present them effectively.
* Strong and demonstrable people management skills
* Preparing reports
* Proficient in the use of Excel
* Excellent administration skills including IT skills & awareness linked to Windows software
* Ability to work as part of a multi-disciplinary team
* Organised, with excellent planning and time management skills
* Good analytical skills
* Ability to prioritise and manage own workload
* Excellent written and oral communication skills
* Ability to collate data and manage database packages
* Minute taking skills
Nice to have
* Experience of working in the charity sector
Equal opportunities
YMCA Together is an equal opportunities employer, values diversity and is strongly committed to providing equal employment opportunities for all employees and all applicants for employment. We welcome and encourage applications from everyone, regardless of age, disability, gender, ethnicity, religion and sexual orientation.
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