Executive Assistant

National Academy for Social Prescribing; Camden Town; On-site; GBP 33,000; Full time

Job summary

A social organization based in Camden Town is seeking an Executive Assistant to support the Executive Leadership Team. This hybrid role involves providing detailed diary management, stakeholder communication, and administration for Board meetings. The ideal candidate will have experience in high-level support and excellent organizational skills. This position offers a salary of £32,800 FTE per annum and 30 days of paid annual leave, plus additional benefits.

Benefits

30 days paid annual leave

Birthday leave

Volunteering & CPD opportunities

Flexible working arrangements

Contribution to annual eye test and flu vaccination

Qualifications

• Experience providing high-level EA/PA support.
• Experience managing complex diaries and mailboxes.
• Experience supporting formal meetings and logistics.

Responsibilities

• Providing detailed diary administration for the Executive Leadership Team.
• Acting as a key liaison between the NASP board of trustees and the wider organisation.
• Identifying improvements to operations processes.

Skills

Excellent written and verbal communication skills

Attention to detail

Proactive and driven

Tools

Microsoft Office Suite

Teams

Excel

Word

SharePoint

Job description

<p>This is a key role within the NASP Operations team, providing exceptional support to the Executive Leadership Team (ELT) currently consisting of CEO, Executive Director of Strategy & Partnerships, and Director of Operations; as well as the Board of Trustees. In addition, the role will play a central role in driving best practice and efficiency across the organisation as part of the wider Operations team. The role will support communication between NASP and our key stakeholders and partners (including government officials, ministerial departments, and international sector leaders), providing detailed administrative support, requiring a keen eye for detail, excellent communication skills, and an ability to work flexibly and proactively. In addition, the role will act as the main point of contact for our relationship with London's Southbank Centre, where the NASP office is based, including managing room bookings and logistics for key meetings. The role would suit an energetic, proactive, and highly organised individual who is driven by the mission of NASP, and wants to contribute across the organisation to make an impact. As a member of the Operations team, there may also be opportunities to apply the core skills of this role, such as scheduling, logistics, and document creation/management, to support wider organisational projects; and to develop within the role, depending on agreed FTE and capacity.</p> <h3>Executive Assistant</h3> <ul> <li>Providing detailed diary administration for the Executive Leadership Team (ELT), consisting of CEO, Executive Director of Strategy & Partnerships, and Director of Operations; prioritising and taking a pro-active approach to both short and long-term planning</li> <li>Providing wider diary and scheduling support for the organisation where appropriate (e.g. senior management meetings)</li> <li>Supporting key meetings as appropriate, including drafting agendas, minuting, and preparing documentation, as well as logistical support (e.g. room/venue bookings, catering, etc.)</li> <li>Supporting ELT in the preparation of materials for presentations such as for Board Meetings, Staff sessions, such as designing/formatting slides & briefing documents</li> <li>Acting as an approachable first-point-of-contact for all internal and external stakeholders for ELT and the wider organisation</li> <li>Supporting stakeholder management, including tracking contacts, updating statuses, arranging key meetings, and managing key external relationships</li> <li>Overseeing administration of wider organisational meetings (e.g. Monday morning team meetings), including transcriptions and agenda planning&lti> <li>Providing any other administrative or logistical support to ELT as required</li> <li>Support ELT with strategic projects as required (depending on agreed FTE)</li> </ul> <h3>Board & Trustee Support</h3> <ul> <li>Acting as key liaison between the NASP board of trustees and the wider organisation</li> <li>Ensuring Board papers are drafted, collated and issued in a timely manner including minuting and managing actions, including for all Board Subcommittees (currently Finance/Risk and Remuneration/Culture)</li> <li>Overseeing board administration processes, e.g. Conflicts of Interest forms/register, Charity Commission Updates, etc. 4 Registered charity in England (1191145)</li> <li>Arranging logistics for Board meetings as required (room bookings, travel, catering, etc.)</li> <li>Supporting on trustee recruitment as required, including making arrangements for interviews</li> </ul> <h3>Operations Support & Office Management</h3> <ul> <li>Act as key member of the Operations team, proactively identifying improvements to processes and wider NASP culture</li> <li>Oversee shared mailboxes where needed, and providing cover for Operations colleagues when appropriate</li> <li>Oversee the management of the NASP Office at Southbank Centre, act as key liaison with venue, and ensuring space is efficiently run</li> </ul> <h3>Experience & Knowledge</h3> <ul> <li>Experience providing high-level EA/PA support; managing complex diaries and mailboxes</li> <li>Experience supporting formal meetings, including arranging logistics, agendas, and preparation/dissemination of key documentation</li> <li>Minute-taking and summarising of key headlines/actions</li> <li>Event management skills such as preparing itineraries and schedules, risk assessments, arranging catering and production, and liaising with venues</li> <li>Experience of office management, such as ordering supplies and liaising with service providers</li> <li>Experience of project support/coordination, such as overseeing schedules and stakeholder management</li> <li>Knowledge of charity governance and best practice (desirable)</li> <li>Knowledge of the VCFSE sector and/or Social Prescribing (desirable)</li> </ul> <h3>Skills & Attributes</h3> <ul> <li>Affinity with NASP's Values as defined in the NASP Strategic Plan</li> <li>Proactive and driven, able to pre-empt issues and provide solutions</li> <li>Excellent written and verbal communication skills</li> <li>Ability to manage complex schedules & prioritise, with understanding of ELT priorities</li> <li>Attention to detail, with ability to quickly understand and summarise information</li> <li>Use of Microsoft Office suite, including Teams, Excel, Word, & Sharepoint</li> </ul> <p>Salary: £32,800 FTE per annum</p> <h3>Duration</h3> <p>Until 31st March 2027 (with possibility of extension)</p> <h3>Hours</h3> <p>0.6 - 1 FTE (3 - 5 days per week) - The role can be configured for part-time or full time working</p> <h3>Location</h3> <p>Hybrid - NASP have an office space at London's Southbank Centre which can be used by staff at any time. The role will be expected to work up to 2 days per week in the office with the remainder at home, depending on agreed hours. There may also be additional occasional travel required for staff days and other events.</p> <h3>Benefits</h3> <ul> <li>30 days paid annual leave per annum (pro rata), plus Bank Holidays</li> <li>An additional day of paid leave per year on your birthday</li> <li>Opportunities for Volunteering & CPD days each year</li> <li>Opportunity to request flexible working arrangements, including compressed hours</li> <li>Contribution to annual eye test, eyeglass purchase, and flu vaccination</li> </ul>