Executive Assistant

Huntress; City Of London; On-site; GBP 20,000 - 24,000; Part time

Benefits offered by this job

28 days holidays + bank holidays

Company Pension

21 hours (5 days) or 3 full days per w

Job summary

International religious society in Hammersmith is seeking a Part-Time Executive Assistant to support the Executive Director, ensuring smooth day-to-day operations and providing HR and IT administration for the charity. The role is 21 hours per week, fully office-based, with a salary of 22,200 per year.

The ideal candidate will be highly organised, discreet, and capable of managing diaries, travel, governance support and stakeholder communications, while handling IT and HR tasks as needed.

Qualifications

• Previous EA/PA & Office Management experience in a small organisation.
• Highly organised with excellent attention to detail and ability to multitask.
• Strong Microsoft Office skills (Word, Excel, PowerPoint and Publisher).

Responsibilities

• Manage the Executive Director's diary, scheduling and prioritising meetings, appointments and key events.
• Arrange domestic and international travel and accommodation.
• Act as a first point of contact for internal and external stakeholders.
• Prepare, edit and proofread reports, presentations, correspondence and other documents.
• Support Trustee and governance meetings, including preparing agendas and taking minutes.
• Assist with events, assemblies and general administrative tasks.
• Manage invoices, budgets and purchase orders.
• Liaise with the external IT provider, assist with troubleshooting and support the implementation of IT services.
• Provide general IT and administrative support to staff and Sisters.
• Support recruitment, onboarding and general HR administration, maintaining accurate records and DBS information.
• Coordinate hospitality arrangements for visiting Sisters, including accommodation and practical requirements.
• Assist with visa applications and related administration.
• Assist with research, special projects and cross-departmental initiatives.
• Support project planning and help ensure key deadlines and milestones are met.

Skills

EA / PA experience

Diary management

Stakeholder management

Multitasking

Attention to detail

Excellent communication

Tools

Microsoft Office

Job description

Executive Assistant - Part Time Salary: 22,200

Based in Hammersmith

Fully office-based - 21 hours a week

An international religious society based in Hammersmith is looking for a Part-Time Executive Assistant to provide high-level support to the Executive Director, ensuring the smooth and efficient management of her day-to-day responsibilities. This is a varied role requiring a highly organised and proactive individual who can work with discretion and attention to detail, allowing the Executive Director to focus on strategic priorities. Alongside the EA responsibilities, you will take the lead on HR administration and IT support for the charity.

Duties include:

• Manage the Executive Director's diary, scheduling and prioritising meetings, appointments and key events.
• Arrange domestic and international travel and accommodation.
• Act as a first point of contact for internal and external stakeholders.
• Prepare, edit and proofread reports, presentations, correspondence and other documents.
• Support Trustee and governance meetings, including preparing agendas and taking minutes.
• Assist with events, assemblies and general administrative tasks.
• Manage invoices, budgets and purchase orders.
• Liaise with the external IT provider, assist with troubleshooting and support the implementation of IT services.
• Provide general IT and administrative support to staff and Sisters.
• Support recruitment, onboarding and general HR administration, maintaining accurate records and DBS information.
• Coordinate hospitality arrangements for visiting Sisters, including accommodation and practical requirements.
• Assist with visa applications and related administration.
• Assist with research, special projects and cross-departmental initiatives.
• Support project planning and help ensure key deadlines and milestones are met.

Experience & Skills:

• Previous EA / PA & Office Management experience, ideally within a small organisation.
• Highly organised with excellent attention to detail and ability to multitask.
• Strong Microsoft Office skills (Word, Excel, PowerPoint and Publisher).
• Excellent written and verbal communication skills.
• Experience of minute-taking and managing multiple priorities.
• Confident working with a range of stakeholders.
• Charity or small organisation experience desirable.
• Sympathetic to the ethos of a Catholic religious organisation.

Benefits:

• 28 days holidays + bank holidays
• Company Pension
• 10 am- 2 pm (5 days per week) or 3 full days per week - 21 hours a week

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.

PLEASE NOTE: We can only consider applications from candidates who have the right to work in the UK.