Executive Assistant

Barnwood Trust; Gloucester; Hybrid; GBP 40,000; Full time

Job summary

A charitable organization is seeking an Executive Assistant to provide high-level administrative support to its executive management. Key responsibilities include organizing meetings, handling communications, and managing human resources processes. Ideal candidates will have strong organizational and communication skills, with proficiency in relevant IT tools. This full-time role includes a competitive salary and a flexible working environment.

Benefits

36 days holiday including bank holidays

Life Assurance (3 x Salary)

Extensive training and development

Friendly and collaborative working culture

Qualifications

• Experience as a Personal Assistant/Executive Assistant at a senior level.
• Ability to manage multiple tasks and priorities.
• Experience in accurate minute-taking and record-keeping.

Responsibilities

• Organise meetings and manage diaries for the CEO and COO.
• Prepare agenda, take minutes, and keep records.
• Handle communications on behalf of CEO and COO.
• Manage projects and general administrative tasks.

Skills

Organisational skills

Communication skills

Problem solving

Discretion and confidentiality

IT proficiency (MS Office)

Tools

IRIS HR system

MS Outlook

MS Teams

Zoom

Job description

We are looking for an Executive Assistant to deliver high level administrative support to the Chief Executive Officer and Chief Operating Officer. The Executive Assistant will take responsibility and ownership of office organisation and project delivery, and to provide Trust-wide support for human resources processes and governance processes for the Board of Trustees.

We want to diversify our team to better reflect the work and communities we support - this means we would particularly welcome applications from people who:

• are from Black, Asian and minoritised backgrounds.
• have lived experience of disability and/or mental health challenges.

Responsibilities

• Organise meetings and manage diaries for the CEO and COO.
• Prepare agenda, take minutes and keep records.
• Handle communications on behalf of CEO and COO.
• Manage projects and general administrative tasks.
• Governance: Organise Board and Committee meetings; co-ordinate and support the preparation of meeting papers and distribute them in a timely manner; take accurate minutes and maintain governance records; support the Trustee recruitment and induction processes; keep governance information on the website and Trustee portal up to date.
• Human Resources Administration: Support HR processes and recruitment; oversee and manage the IRIS HR system, ensuring all employees know how to use the system and keep their information up to date; provide regular HR reports to managers.
• Use of Overton House: Manage room bookings and visitors arrangements, ensuring policy and practice is consistent with the Trust's values; ensure external users have the right information and support; work with the Marketing and Comms team to promote available spaces.
• Line management responsibilities: Provide line management to the Operations Administrator, enacting the Trust's management processes to ensure that all direct reports are motivated, supported and enabled to give of their best; conduct regular reviews and support personal development for direct reports, providing open and honest feedback on performance, setting personal development goals and plans; ensure safeguarding practices and other Trust policies are followed; manage wellbeing, sickness and absence; contribute to Trust-wide people management policies, procedures and team culture as a member of the People Manager Team.
• Proven experience of working as a Personal Assistant/Executive Assistant at a senior level.
• Experience of accurate minute-taking and record-keeping for both formal and informal meetings.
• Team leadership or experience managing or supporting colleagues.

Desirable Knowledge and Experience

• Knowledge of human resources policies and procedures.
• Knowledge of governance processes.
• Exceptional organisational skills and ability to manage multiple tasks and priorities with excellent time management.
• Exceptional written and verbal communications skills, with attention to detail, that engage a wide range of audiences and champion accessible communication.
• Discretion and confidentiality, demonstrating ability to handle sensitive information with integrity.
• Problem solving and initiative, being proactive and resourceful in managing challenges.
• Relationship building, able to work effectively with a wide range of people.
• Strong IT skills (proficient in MS Outlook, Word, Excel, PowerPoint, Teams, Zoom and HR systems like IRIS).

About Barnwood

Barnwood is not your typical funder. We drive change so that disabled people and people with mental health conditions have choice of opportunities, access their rights, and are included where they live. We bring people together for a different conversation and explore big ideas. Through learning and collaboration, we influence the change that's needed. By partnering with local organisations and looking for better ways to fund, Barnwood makes a difference in Gloucestershire.

Role Details

• This role is permanent, and we welcome applications from people looking for full time hours (37.5hrs per week).
• We offer a flexible start between 8:00 am and 9:30 am, Monday to Friday.
• Salary £39,018 p/a FTE.
• 36 days holiday inc. bank holidays (FTE).
• This position is based in our office in central Cheltenham with occasional opportunities for home working.
• Life Assurance (3 x Salary).
• Work within an organisation committed to improving equality and diversity.
• Competitive salaries and pension contribution rates.
• Excellent personal development plan and extensive training, including training employees to be confident when working with people with impairments, disabilities, and mental health challenges.
• Friendly and collaborative working culture; everyone's voice is heard.
• Supportive wellbeing policies; a significant proportion of employees are qualified mental health first aiders.
• Office in central Cheltenham is wheelchair accessible with free on-site parking and good facilities. Assistance dogs are welcome.