Executive Assistant to CEO

• Manage the CEO’s diary, inbox and communications, ensuring they are well-briefed, prepared and able to operate efficiently.
• Handle incoming correspondence, prioritising, redirecting or responding as appropriate.
• Arrange travel, meetings and events for the CEO and Directors Team.
• Maintain awareness of key issues affecting the charity and communicate messages on behalf of the CEO.
• Conduct research and prepare information, documents and briefings as required.
• Maintain effective manual and digital filing systems, including confidential records.
• Process invoices, manage leave records and maintain documentation for the CEO’s office.
• Provide governance support including trustee recruitment administration, DBS checks, mandatory training tracking and board/subcommittee paper preparation.
• Liaise with Trustees and support the Trustee Chair with administrative tasks.
• Administer the Board portal and ensure documentation is up to date.
• Monitor policy review cycles using the Vantage Portal and liaise with policy authors.
• Coordinate and support internal and external meetings, ensuring venues, equipment and refreshments are arranged.
• Take accurate minutes, distribute actions and follow up to ensure delivery.
• Contribute to Directors Team meetings and uphold high professional standards, including confidentiality and discretion.
• Act on behalf of the CEO where delegated and use judgement to escalate issues appropriately.

• GCSE English and Maths (or equivalent).
• Excellent keyboard, typing and audio skills with proven experience of minute-taking.
• Strong administrative background with exceptional organisation, accuracy and attention to detail.
• Ability to work independently, manage competing priorities and use initiative.
• Discreet and able to handle confidential information sensitively.
• Strong knowledge of Microsoft Office and 365 applications including SharePoint, Teams and CoPilot.
• Familiarity with AI transcription and collaboration tools (e.g. Fireflies, Otter).
• Willingness and ability to work across both sites (Guildford and Hampton).
• Flexibility to attend occasional evening or weekend meetings.
• Willingness to undertake a DBS check.
• Secretarial qualification (e.g. Pitman or RSA) desirable.

We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.