Executive Assistant

CV Life; Coventry; On-site; GBP 40,000 - 54,000; Full time

Benefits offered by this job

Free health and fitness membership

Free uniform

Free training

Discounts on Centre activities

Free entry to venues

CV Life employee discounts

Job summary

CV Life is seeking an experienced Executive Assistant to provide high-level administrative support to the CEO and Executive Directors, coordinating governance processes for Boards of Trustees. The role involves managing governance timetables, meetings, board papers, and compliance across funding activities and charity law requirements.

The candidate will be proactive, discreet with excellent attention to detail, and capable of working with senior leaders, Trustees and stakeholders.

Qualifications

• Experience providing high-level administrative support to senior leaders.
• Experience working with Boards or governance processes is advantageous.
• Excellent written and verbal communication skills.
• Ability to work with senior leaders, Trustees and stakeholders.

Responsibilities

• Coordinate and manage Board and Executive meetings, including papers, agendas, minutes, and reports.
• Maintain governance timetables and action logs; update governance documents.
• Support governance compliance, funding activities and charity law requirements.
• Assist in preparing financial and impact reports for funders and stakeholders.
• Develop relationships with funding bodies, donors and grant providers.

Skills

Executive support

Boards governance

Stakeholder comms

Organisational skills

Education

Degree or professional qualification

Job description

CV Life are seeking an experienced, highly organised and detail-oriented Executive Assistant to provide high-level administrative support to the CEO and Executive Directors, and to coordinate the governance processes supporting our Boards of Trustees.

Operating as CV Life, Coventry Sports Foundation and Culture Coventry Trust strive to make a real difference to local people by offering enriching experiences and opportunities, investing in our communities and delivering through meaningful partnerships.

This is a key role supporting effective Executive and Board activity. Responsibilities will include managing governance timetables, coordinating meetings and deadlines, producing and formatting Board papers and documents, collating and sharing information, recording and monitoring actions, and supporting governance compliance, funding activities and charity law requirements.

We are looking for someone proactive, discreet and highly organised, with excellent attention to detail and the confidence to work with senior leaders, Trustees and stakeholders.

Exceptional written and verbal communication skills and experience providing high-level administrative or Executive Assistant support are essential. Experience of working with Boards or governance processes would be advantageous.

CV Life is committed to safeguarding and promoting the welfare of children and vulnerable adults and expects all staff and volunteers to share this commitment.

Job Description

Reporting to: CEO

Scope

Coventry Sports Foundation and Culture Coventry are independent organisations who work collaboratively through CV Life, so that this Job Description as a CV Life document extends to cover the employment contracts held with either Culture Coventry Trust or Coventry Sports Foundation.

Overall purpose and objective of the role

Providing high level administrative support to the Executive Directorate and Boards of Trustees, with dedicated responsibilities for supporting and ensuring compliance with all governance requirements and funding application processes.

Main duties of the role:

• Support the Boards of Trustees and Executive Directorate in all administrative matters and office management;
• Provide dedicated support to the Boards of Trustees and Executive Directorate in governance matters, including policy compliance and best practices and be a key point of contact for governance related enquiries;
• Coordinate and manage Board and Executive Directorate meetings including the preparation of papers, agendas, minutes and reports for governance meetings;
• Ensure regulatory and statutory obligations are met, such as corporate and charitable governance codes and funding agreements;
• Preparation of briefings, presentations and reports for Board and Executive Directorate meetings.
• Track and manage action items from Board and Executive Directorate meetings and maintain / update governance documentation, including risk registers and policies;
• Provide dedicated support to the Executive Directorate in applying for funding opportunities, including grants and sponsorships and be a key point of contact for funding related enquiries;
• Monitor funding agreements to ensure compliance with reporting and accountability requirements;
• Support the preparation of financial and impact reports for funders and stakeholders;
• Develop and maintain relationships with funding bodies, donors and grant providers.

This job description is neither exhaustive nor exclusive and may be reviewed and updated depending upon operational requirements and staffing levels.

Responsibilities for all employees

• To embrace and lead by example on the Company’s key values of PRIDE, PASSION and PURPOSE or those that might at any time be subsequently re-defined.
• To undertake all duties and fully comply with all of the Company’s general standards and those relating to the specific requirements of the role.
• To carry out tasks at a range of sites that are either operated or managed by the Companies / Trusts or where services are delivered by the Companies / Trusts.
• To be involved in any aspects or opportunities for sharing of good practice, expertise and responsibilities within the Companies / Trusts. To generally help promote the work and public image of the Companies / Trusts, always maintaining high standards of customer service and personal appearance.
• To interact positively with customers adopting a friendly and professional approach at all times.
• To support the Company’s commitment to providing a safe environment for children, young people and vulnerable adults, ensuring awareness of the Company’s Safeguarding Policy, Procedures and Practice Guidance, and to be vigilant, reporting any safeguarding concerns without delay.
• To take care of their own health and safety and that of others who may be affected by their actions at work, and to co-operate with health and safety matters to help everyone meet their legal requirements.
• To co-operate with managers and colleagues to ensure compliance with environmental responsibilities and commitments.
• To attend and fully engage with all internal training and development requirements and opportunities, and maintain such qualifications as required by the demands of the role.
• To comply with the General Data Protection Regulations when dealing with, maintaining, sharing and storing information.
• To undertake other duties as specified, which are appropriate to the qualifications, experience and general level of the post.

Person Specification

EssentialPersonalAttributes

• Ability to positively interact with people across a range of roles, internally and externally.
• High levels of self-motivation and organisation.
• A flexible approach to work, with the ability to work independently and collaboratively in a fast paced environment.
• Ability to be positively persuasive and motivate individuals and teams.
• High standards in relation to the presentation of facilities and staff.

EssentialKnowledgeandExperience

• Experience of working in an office environment and providing administrative support.
• Understanding of corporate and charitable governance and regulatory requirements would be advantageous.
• Financial literacy insofar as required for budgeting, grant management and financial reporting.
• Previous experience executive assistance and / or corporate governance roles.
• Knowledge of Safeguarding Procedures.

EssentialQualifications

• Education equivalent to degree/professional level qualification and/or extensive previous experience in a similar role.
• Excellent administrative, organisational and coordination skills and ability to prioritise workloads.
• Ability to work under pressure.
• Excellent interpersonal skills with an ability to maintain and establish good working relationships.
• High level of written literacy and verbal communication skills.
• High attention to detail with strong analytical and problem-solving abilities.
• Financial literacy insofar as required for budgeting, grant management and financial reporting.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency in Microsoft Office Suite and document management systems.

SpecialCircumstances

• Abilitytoworkunsociablehoursincludingevenings,weekends,andBankHolidays.
• Abilitytotravelbetweensites.
• Interestinworkingwithunderrepresentedanddisadvantagedcommunitygroups/individuals.
• FREE health and fitness membership for a family member or friend* **
• FREE uniform for applicable roles
• FREE training for applicable roles
• DISCOUNTS on various Centre activities*
• FREE entry to venues*
• Access to the full range of CV Life Employee Benefits & Discounts

(*not applicable to casual workers)
(**The two benefits combined can be worth £1000!)

We encourage and welcome applications from all ethnic groups and people with disabilities. Our aim is to build a diverse workplace and to become a truly inclusive employer with a workforce and visitor audience as diverse as the communities we serve. We seek to create an inclusive and welcoming environment for all those who work at CVLife.