Executive Assistant & Board Liaison

Amna Refugee Healing Network; Greater London; On-site; GBP 38,000; Full time

Job summary

Amna Refugee Healing Network seeks an Executive Assistant to provide high-level administrative support to the CEO and Senior Leadership Team. This dynamic role involves managing calendars, drafting communications, and coordinating special projects. The ideal candidate will possess strong organizational skills, discretion, and a commitment to the organization's mission of supporting displaced communities.

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities.

Responsibilities

• Provide high-level administrative support to the CEO and SLT.
• Manage calendars, draft communications, and organize meetings.
• Coordinate logistics for Board meetings and support governance.

Skills

Communication

Organizational Skills

Research Skills

Initiative

Discretion

Education

4-7 years of administrative experience

Tools

Microsoft Office

Job description

Get AI-powered advice on this job and more exclusive features.

Amna means safe in Arabic- representing the core of our work - supporting communities and frontline workers to bring non-clinical mental health support to every person affected by war, conflict and displacement. At Amna, our core values of respect, understanding, curiosity and connection guide everything we do. Our mission is to build community capacity for healing. Our vision is a world where refugees can determine their future unbounded by the impacts of conflict and displacement.

We partner with local organisations and institutions working with displaced communities to set up psychosocial healing services in which individuals and groups can discover and connect to practices that promote their healing and wellbeing. We invest in and train people within these organisations to provide this support, and we help partners build psychosocial interventions in collaboration with refugee communities – all with a values-based, trauma-sensitive and identity-informed approach.

Our partnerships are not limited. We connect partners through our global healing network of peer organisations to exchange learnings and enhance their practices as the network strives to support forcibly displaced communities around the world.

Safeguarding:

The role-holder will have experience working according to ethical and good practice safeguarding principles. They will be expected to adhere to and promote Amna’s Safeguarding Policies as they will be involved and responsible for programmesworking with children and vulnerable groups in different settings.

How Will you Make a Difference?

The Executive Assistant (EA) will provide high-level administrative support to Amna’s CEO, Senior Leadership Team (SLT) and Board of Trustees. This includes administrative help such as managing calendars, drafting communications and briefings, planning, and organising meetings, inbox support, travel, office administration and personal assistance. It also includes working on and managing special projects including research, data analysis, preparation for public speaking, writing and research.

This dynamic and creative position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The ideal candidate will have excellent communication skills including strong written and verbal skills, the ability to work with little supervision, and manage simultaneous priorities within the leadership team.

The role holder will report to the CEO.

Key areas of responsibilities:

CEO/SLT Support :

• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer", staying attuned to the internal and external environment and keeping the CEO updated on relevant issues.
• Anticipate the needs of the CEO and SLT in advance of meetings, conferences, and public appearances.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and SLT team, including those of a highly confidential or critical nature.
• Liaise between the CEO and SLT to ensure regular communications and smooth decision-making.
• Provide sophisticated calendar management for Amna’s CEO and the SLT. Prioritize inquiries and requests while troubleshooting conflicts and exercising tact; make judgements and recommendations to ensure smooth day-to-day engagements.
• Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s and SLT members style and Amna’s values and policies.
• Work with the Senior Leadership Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Writing and managing documentation and data sets for the CEO and SLT as needed, including briefing papers, correspondence and talking points.
• Leading and managing special projects including research for Amna’s, CEO’s and SLT’s contribution to future books, podcasts and articles.
• Maintain an organized filing system for documents, records, and correspondence related to the CEO, SLT and board.

Admin and travel management:

• Maintain an organized filing system for documents, records, and correspondence related to the CEO, SLT and board.
• Ensure compliance with organizational policies and procedures in all administrative functions
• Assist in the preparation and execution of organizational events.
• Research and propose the most efficient and cost-effective travel options, including flights, trains, and accommodations.
• Secure necessary travel documents, such as visas, passports, well in advance.
• Prepare detailed travel itineraries, including transportation, accommodation, meeting times, and addresses.
• Book accommodations that suit the requirements of the trip, ensuring comfort and proximity to meeting venues.
• Manage group bookings for team members traveling together to streamline costs and logistics.
• Handle travel expense reports, ensuring compliance with Amna policies and timely reimbursement.
• Occasional travel may be required.

Board support:

• Manage due diligence and onboarding processes for new Trustees, ensuring compliance and accurate record-keeping.
• Organize tailored training sessions for Board members.
• Maintain up-to-date records of Board members, including contact information, terms of service, and compliance documents.
• Assist Board members with travel expense claims and ensure accurate processing.
• Compile, organize, and distribute materials for Board meetings, including reports and presentations.
• Edit and format Board papers to ensure consistency and professionalism.
• Coordinate logistics for Board meetings, including scheduling, venue arrangements, and required technology or equipment.
• Attend Board meetings to provide administrative support, take minutes, and document actions and decisions. Distribute minutes promptly and track follow-up actions.
• Develop and implement comprehensive induction plans for new Trustees.
• Facilitate introductions and provide orientation materials to integrate new Board members effectively.

Governance and Compliance:

• Support the CEO and committee chairs in adhering to the organization’s governance framework.
• Maintain a centralized, up-to-date register of governance documents for easy access by senior staff and Trustees.
• Ensure the organization complies with GDPR regulations in relation to all Board activities.
• Work with the CEO and Chair to ensure the Board is informed about safeguarding practices and remains accountable.
• Support emerging governance practices and Trustee development in partnership with the CEO and Chair.
• Plan and execute Trustees’ regulatory obligations, including registering them with appropriate bodies.

Qualifications and Experience:

• Minimum of 4-7 years of progressively responsible and diversified administrative experience, experience as an Executive Assistant or similar role.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external stakeholders.
• Excellent research skills and experience in writing briefing papers
• Exceptional organizational skills and impeccable attention to detail.
• Ability to work both independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Demonstrable commitment to Amna values and mission.
• Legal understanding or experience with the Charity Commission is preferred.
• Non-profit board experience is preferred.

Behaviors and Attributes:

• Initiative & ownership: Proactively takes responsibility for tasks and follows through without needing direction.
• Anticipatory approach: Demonstrates the ability to think ahead, foresee potential challenges, and propose thoughtful solutions before issues arise.
• Decision-making skills: Exercises good judgment and makes informed, timely decisions within their scope of responsibility.
• Adaptability & resilience: Staying calm under pressure and adjusting to shifting priorities.
• Emotional intelligence: Strong interpersonal skills to navigate relationships and manage competing priorities diplomatically.
• Active listening: Understanding the needs of the CEO, board, and SLT to anticipate requirements.
• Confidentiality & discretion: Consistently handles sensitive and confidential information with the highest level of professionalism and trustworthiness.

Remuneration Package

Remuneration: 38,000 GBP per annum.

Commitment to Diversity, Equity, and Inclusion

Amna is committed to fostering a diverse and inclusive workplace where all employees are valued, respected, and empowered to contribute their unique perspectives and talents.

As an equal opportunity employer, we do not discriminate on the basis of race, religion, color, ethnicity, sex, gender, sexual orientation, age, marital status or disabilities status.

Applications are strongly encouraged from people with personal or family lived experience as refugees and displacement.

How to Apply:

Please send your CV and motivation letter to [e-mail] by 28th May 2025.

For more information on Amna's work please visit our website: www.amna.org

Due to the urgency of the role, qualified applicants may be invited to interview at any point during the application process. We strongly encourage candidates to apply before the deadline.

Expected start date as soon as possible.

Seniority level

• Seniority level

  Executive

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Non-profit Organizations

Referrals increase your chances of interviewing at Amna Refugee Healing Network by 2x

Sign in to set job alerts for “Executive Assistant” roles.

London, England, United Kingdom 3 months ago

London, England, United Kingdom 1 week ago

London, England, United Kingdom 3 hours ago

Executive Assistant , Amazon Global Sales- UKI

London, England, United Kingdom 2 weeks ago

London, England, United Kingdom 2 weeks ago

London, England, United Kingdom 1 week ago

London, England, United Kingdom 1 day ago

London, England, United Kingdom 1 week ago

Executive Assistant to Marketing, Product & Growth VP

London, England, United Kingdom 1 week ago

London, England, United Kingdom 1 month ago

London, England, United Kingdom 1 week ago

Senior Executive Assistant For Managing Partner of a Hedge Fund

Executive Assistant - Part Time - 12 month assignment

Colchester, England, United Kingdom 2 weeks ago

Executive Assistant for maternity cover (12months)

London, England, United Kingdom 5 days ago

Hammersmith, England, United Kingdom 2 weeks ago

London, England, United Kingdom 15 hours ago

London, England, United Kingdom 1 day ago

Executive Assistant, Tech (10 months contract, Bangkok based)

London, England, United Kingdom 5 days ago

Executive Assistant (EA) to RL and ME Hospital Executives Barts Health NHS Trust

London, England, United Kingdom 1 week ago

London, England, United Kingdom 6 days ago

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.