Executive Assistant

Young Lives vs Cancer; City of Westminster; On-site; GBP 36,000 - 52,000; Full time

Benefits offered by this job

Flexible working

Wellbeing, Thinking & Growth Days

Generous annual leave

Great family/caring leave entitlements

Enhanced pension

Access to our employee savings scheme

Job summary

Young Lives vs Cancer is seeking a proactive Executive Assistant to the CEO Office. You will provide high-quality administrative and PA support to Directors, manage complex diaries, coordinate meetings and travel, prepare documents and meeting materials, and support recruitment activities.

Working closely with the EA team and Trustees, you will help create calm and momentum in a busy senior leadership environment, handling sensitive information with discretion and ensuring stakeholders stay

Qualifications

• Experience providing administrative or executive support in a busy environment.
• Ability to manage competing priorities and complex diaries.
• Excellent written and verbal communication with strong attention to detail.
• Discretion handling confidential information and stakeholder management.
• Proficiency with Microsoft 365 and digital collaboration tools.

Responsibilities

• Proactively manage complex diaries and calendar.
• Coordinate meetings, recruitment activity, travel and events.
• Prepare documents and meeting materials.
• Support CEO Office projects and governance activities.
• Maintain action records and deadlines.

Skills

Diary management

Executive support

Communication

Stakeholder management

Attention to detail

Discretion

Time management

Tools

Microsoft 365

Job description

We're looking for a proactive and highly organised Executive Assistant with experience of providing administrative, PA, team or executive support in a busy environment to join our CEO Office. You'll provide high-quality support to allocated Directors, helping them stay organised, focused and able to deliver their priorities. You'll manage complex diaries, coordinate meetings and travel, prepare documents and meeting materials, support recruitment activity and maintain clear action records. You'll also contribute to agreed CEO Office projects and provide light, occasional support for Trustees and governance meetings. Working closely with the Executive Assistant to the CEO and Chair of Trustees and the wider EA team, you'll help create calm, clarity and momentum in a busy senior leadership environment. You'll be proactive, collaborative and confident managing competing priorities, with excellent attention to detail and the judgement to handle sensitive information appropriately. This role does not have line management responsibility. What will I be doing? No two days are the same at Young Lives vs Cancer. So, summarising your 'day to day' isn't easy. Here are some of the main things you'll be doing, but you'll find more details in the job description.

Responsibilities

• Proactively manage complex diaries, anticipate requirements and resolve competing priorities.
• Coordinate meetings, recruitment activity, workshops and away days, including papers, logistics, accessibility requirements, decisions, actions and follow-up.
• Organise clear, timely and cost-conscious travel arrangements for allocated Directors.
• Create and maintain accurate, accessible and well-organised documents, records, templates and shared resources.
• Maintain action records, monitor deadlines, follow up with action owners and escape emerging issues or delays appropriately.
• Provide administrative and coordination support for agreed CEO Office and directorate projects and activities.
• Provide light, occasional support for Trustees and governance meetings, including logistics, minutes, actions, travel and expenses.

Qualifications

• Experience of providing administrative, PA, team or executive support in a busy environment.
• Experience of managing competing priorities and coordinating diaries, meetings, travel, events or administrative activity involving multiple stakeholders.
• Excellent organisational and communication skills, with the ability to adapt when priorities change.
• Strong attention to detail and experience of producing accurate, well-structured documents, records or meeting materials.
• Good judgement and discretion when handling confidential information or sensitive situations.
• Confidence using Microsoft 365 and digital tools to support communication, information management and efficient ways of working.
• A proactive, collaborative and inclusive approach, with the ability to build positive working relationships with internal and external stakeholders.

Change lives in a life-changing career

When a child or young person is diagnosed with cancer, their whole world can feel like it's falling apart. Independence is taken and confidence is stolen. Stability no longer exists. The future suddenly feels uncertain. The impact of cancer on young lives is more than medical. And that impact can be felt by entire family. That's why we exist. Our specialist social workers help children and young people with cancer and their families navigate the emotional and practical impact of cancer. We remove barriers, solve problems and prioritise wellbeing. And we stop at nothing to make their voices heard and their unique needs understood, so they can get the right care and support at the right time.

For people to reach their full potential, they need the right environment. As a member of Team Young Lives, you'll be made to feel supported, valued and appreciated.

Here's how we do it:

Benefits

• Flexible working: we're open to working hours outside of 9 - 5 and we can talk through your flexibility requirements at interview stage
• Wellbeing, Thinking & Growth Days: four days a year to step back from the day-to-day and focus on your own learning and development
• Generous annual leave allowance
• Great family/caring leave entitlements
• Enhanced pension
• Access to our employee savings scheme

To find out more about our benefits package, have a look on our website.

Diversity and Inclusion

Our commitment to Diversity, Equity, Inclusion and Belonging At Young Lives vs Cancer, we recognise that opportunities for too many people remain a condition of their sex, ethnicity, class, gender identity, disability, sexual orientation - or a combination. This has never been acceptable to us as an organisation. We don't just accept difference, we value it, celebrate it, nurture it and we thrive because of it. We're on a journey to be reflective of the diverse children, young people and families we support. We know we aren't there yet, and we're passionately committed to taking actions and making changes to be a truly diverse, inclusive and equitable organisation. This includes taking anti-oppressive action and removing barriers in our recruitment practices. We particularly welcome applications from members of minoritized communities. Our Diversity, Inclusion, Equity and Belonging strategy will tell you more.

To ensure fairness and consistency to select the best candidate for this role, all our applications are anonymised up until an interview has been confirmed. We recognise the benefits of AI, but if you're considering using it to submit your application, we encourage you to reflect on the value AI adds. AI tools often lack the personal touch and authenticity that set candidates apart. We want to hear your unique perspective, experiences, and skills, so we encourage you to tell us about your skills and experiences in your own voice.