ADMINISTRATION & EXECUTIVE SUPPORT ASSISTANT

Dress For Success Greater London; London Borough of Hammersmith and Fulham; On-site; GBP 73,000 - 89,000; Full time

Job summary

Dress For Success Greater London is seeking an Administration & Executive Support Assistant to provide reliable administrative and executive support, ensuring the office runs smoothly and remains welcoming for women, partners, volunteers and supporters. You will manage calls, emails, diaries, data records and newsletters, while coordinating meetings, events and fundraising activities.

The role requires strong organisational skills, excellent written and verbal communication, and the ability to

Qualifications

• Strong organisation and attention to detail are essential.

Responsibilities

• Answer the main telephone line and route enquiries to the right lead.
• Welcome visitors, volunteers and supporters and support reception.
• Maintain diaries, meeting arrangements, room bookings and action logs.
• Complete accurate data entry and filing across systems.
• Prepare and distribute newsletters and updates; manage mailing lists.
• Coordinate follow-up with clients, partners and volunteers as needed.
• Assist with meeting preparation, minutes, and document formatting.
• Maintain office supplies and assist with events and fundraising support.

Skills

Organisation

Phone handling

Data entry

Written communication

Independent work

Calendar & scheduling

Tools

CRM

Job description

ADMINISTRATION & EXECUTIVE SUPPORT ASSISTANT

To provide reliable administrative and executive support that keeps the office organised, responsive and welcoming, enabling the Executive Director or equivalent senior officer and delivery teams to focus on women, partners, volunteers and organisational priorities.

• Answer the main telephone line, monitor the general inbox and route enquiries to the appropriate functional lead.
• Welcome visitors, clients, volunteers, delivery partners and corporate supporters in a professional and inclusive manner; support reception cover and sign-in procedures.
• Maintain diaries, meeting arrangements, room bookings, agendas, action logs and routine executive administration for the Executive Director or equivalent senior officer.
• Complete accurate data entry and filing across agreed systems, including contact records, attendance, referrals, volunteer information and administrative trackers.
• Support appointment confirmations, reminders, callbacks and follow-up communications, making clear when matters must be handed to Programme & Client Support.
• Prepare and distribute email newsletters, routine updates and approved information; maintain mailing lists and unsubscribe or consent records appropriately.
• Coordinate follow-up with clients, referral partners, volunteers, corporate sponsors and donors when the action is administrative or already approved by the relevant lead.
• Support meeting preparation, minutes, correspondence, document formatting, printing, scanning and secure document management.
• Keep office supplies, forms, contact lists and shared folders organised and flag operational needs to the appropriate lead.
• Provide basic administrative support for events, workshops, fundraising activity, retail activity and volunteer coordination.
• Use confidentiality, data protection, safeguarding and escalation procedures; do not provide advice outside the role or make commitments on behalf of the organisation without approval.
• Identify recurring administrative issues and suggest practical improvements to systems, templates and handovers.

Role boundaries and handoffs

• Client enquiries involving eligibility, safeguarding, support needs or programme decisions are handed to the Programme & Client Services Lead.
• Partner, sponsor, donor or funding commitments are handed to the Fundraising & Partnerships Lead.
• Public-facing copy, campaign decisions, photography, stories and social media are handed to the Marketing, Communications & Digital Lead.
• Stock, donations, retail customers and deliveries are handed to the Retail, Donations & Stock Lead.
• The role maintains administrative continuity; it does not become an unassigned “catch-all” for specialist work owned by another function.

Essential

• Warm, professional and inclusive manner when dealing with clients, visitors and colleagues.
• Strong organisation, prioritisation and attention to detail.
• Confident answering phones, managing email and handling routine enquiries.
• Accurate data‑entry, filing and record-keeping skills.
• Ability to handle personal and organisational information sensitively.
• Good written communication and confidence preparing routine correspondence.
• Comfort using calendars, spreadsheets, shared drives and standard digital systems.
• Reliable, discreet and able to work independently while escalating appropriately.

Desirable

• Experience in reception, office administration, executive support, charity or community settings.
• Experience maintaining a CRM, mailing list or contact database.
• Experience supporting newsletters, events, meetings or volunteer coordination.
• Awareness of safeguarding, confidentiality and UK data‑protection principles.

£81090 (inclusive of inner London weighting)