Care After Combat - Executive Assistant

Cobseo; Newark on Trent; On-site; GBP 25,000 - 35,000; Full time

Job summary

A charity organization based in Newark on Trent is seeking an Executive Assistant to support the CEO and Management Team. The role involves managing executive administration, HR functions, and office operations. Ideal candidates will have excellent communication skills, a proactive attitude, and experience in a similar environment. Key duties include coordinating meetings, overseeing policies, and managing fundraising events, ensuring effective support for the charity's mission and objectives.

Qualifications

• Proven experience in executive support roles, preferably within a charity or non-profit sector.
• Experience managing office operations and supporting senior leadership.
• Competency in maintaining HR records and confidential information.

Responsibilities

• Provide executive support to Trustees and Management Team.
• Manage HR-related responsibilities and confidential records.
• Oversee office management and liaise with contractors.
• Coordinate and execute fundraising events.

Skills

Excellent written and communication skills

Organizational skills

Team player

Confident liaison with external partners

Job description

Responsible for: Executive Administration, HR, Policy & Plans, Communications, Change Management & Office Management, As an Executive Assistant (EA) based in the Headquarters of Care after Combat, your role will be busy and dynamic and will include working with the whole team and across all aspects of Care after Combat's business. You will work to the CEO but will also support the Management Team (Deputy CEO/Operations Lead, Deputy Operations Lead). You will be the focal point for HR, Policy & Plans, and Communications. You will be the Office Manager at the Headquarters. You will also be allocated Change Management tasks as required and will be involved in overseeing the arrangement and execution of charitable Fundraising Events. You will be supported in your role by the CEO (your Line Manager), the Management Team, Finance Manager, Senior Administrative Officer, the Administrative Assistant, and the wider Care after Combat Team. You will be enthusiastic, enjoy working on a variety of tasks, and motivated to deliver tangible outcomes. You'll be a good team‑player who is conscientious, well organised, and has excellent written and communication skills. Duties can include but will not be limited to:

• Executive support to Trustees of Care after Combat, providing secretarial function to board meetings and tasks associated with governance of the charity.
• Close working with the CEO and Management Team, providing executive administration support as required
• Confidently and competently liaise with partners and other organisations at a high level, on behalf of the Trustees, CEO and Management Team
• Produce high quality staff work and briefing packs to support both internal and external business at Trustee, CEO and Management Team level
• Provide a secretarial function to Management Team meetings and other meetings as required
• Be the HR focal point for all staff, maintaining confidential electronic HR records within an approved repository, including (but not limited to):
  • Ensuring that the appropriate recruitment & employment documents are generated and logged as required and reviewed when necessary
  • Liaising with the Finance Manager as required regarding pay
  • Co‑ordinating Supervision activity and associated records when due
  • Collating and co‑ordinating leave records
  • Overseeing DBS administration – manage applications, ID verification and submissions, collate, check, and file certificates
• Generate and maintain an up‑to‑date suite of Policies and Plans that are required to be in place, ensuring that staff are aware of, and positively acknowledge, all policies and changes to policies
• Be the custodian of the Business Continuity Plan
• Be the owner of the Communications Plan
• Be the primary conduit for the posting of Website and Social Media content
• Maintain oversight of emails received via the official Care after Combat 'enquiries' email address.
• Co‑ordinate the Official Helpline out‑of‑hours coverage rota
• Manage all aspects of the HQ office including liaising with landlords and / or support contractors, as required, to rectify any infrastructure or equipment issues
• Ensuring that, between EA, SAO and AA, there is always an office presence during working hours, excluding main holiday periods
• Change Management tasks as required
• Overseeing the arrangement and execution of Care after Combat fundraising events.
• Represent Care after Combat as required and always work in line with the identified aims, values and plans of the charity
• Additionally, for Business Continuity purposes, the EA will occasionally cross‑cover the SAO duties
• Other duties that are relevant to the EA role may be assigned by the CEO.