Executive Assistant to CEO

Jenson Fisher Consulting Ltd; Greater London; Hybrid; GBP 31,000; Full time

Job summary

A children's hospice is seeking an experienced Executive Assistant to provide high-level administrative support to the CEO and Senior Leadership Team. The role involves managing diaries, preparing reports, and facilitating governance activities. The successful candidate will have significant experience in a similar role, strong communication skills, and the ability to handle sensitive information with discretion. This position offers a hybrid working environment with flexible hours and a comprehensive benefits package.

Benefits

27 days annual leave

Life cover at 2 × salary

Pension scheme matched up to 6%

Season ticket loan

Cycle-to-work scheme

Employee Assistance Program

Qualifications

• Extensive experience providing executive support to senior leadership teams.
• Experience managing administrative support to committees.
• Ability to handle confidential and sensitive information.

Responsibilities

• Provide comprehensive assistance to the CEO, managing diaries and scheduling.
• Prepare briefings, reports, and presentations.
• Support the CEO in tracking strategic objectives and business plans.

Skills

Communication skills

Attention to detail

Problem solving

Project coordination

Proactive and diplomatic

Tools

Microsoft Office Suite

Job description

Job Title: Executive Assistant – 4 days a week

Reporting to: CEO

Salary: £30,400 (£38,000 full time equivalent)

Hours: 28 hours per week (flexible working options available)

Role Type: Permanent – Hybrid, minimum 2 days in office

Our client is an amazing, established Children’s Hospice that helps families by providing specialist nursing care and emotional support in a warm and loving environment and when times are tough.

They now seek an Executive Assistant (28 hours per week) to provide high-level executive and administrative support to the Chief Executive Officer, Board and the Senior Leadership Team, ensuring the effective coordination of governance activities, Board and committee operations, and strategic priorities. The postholder will act as a key link between the CEO, SLT, Trustees, and internal and external stakeholders, ensuring smooth communication and the efficient running of the CEO’s office. The postholder will lead on administration of Board and Committee meetings and provide practical support to the CEO, SLT, and the Charity’s Trustees and Committee Members.

Executive Support to the CEO

• Provide comprehensive administrative and executive assistance to the CEO, including proactive diary and inbox management, scheduling, and prioritisation and time management across competing demands.
• Prepare high-quality briefings, reports, and presentations for meetings and external engagements.
• Anticipate the needs of the CEO and ensure they are fully prepared for meetings and events.
• Handle confidential and sensitive information with absolute discretion.
• Support the CEO in tracking progress on strategic objectives, business plans, and key organisational initiatives.
• Represent the CEO’s office in interactions with external partners, funders, regulators, and other stakeholders, ensuring professionalism and alignment with organisational values.
• Support the CEO and SLT in monitoring delivery of strategic objectives and reporting progress against key performance indicators (KPIs).

Governance and Board Support

• Service all Board of Trustees and Committee meetings, including preparation, logistics, and follow-up actions.
• Coordinate governance activity across the organisation to support the effective operation of the Board and its sub-committees.
• Prepare agendas, collate and check Board and Committee papers, and ensure timely circulation in accordance with governance procedures.
• Attend Board and Committee meetings (including occasional evenings), ensuring all relevant documentation is available and taking action as directed upon decisions made.
• Produce accurate, high-quality minutes and action plans in a timely manner.
• Ensure the quality and format of papers support agile, strategic, and effective decision-making aligned with the Charity’s mission and values.
• Provide administrative support to relevant SLT members in maintaining statutory and governance records, ensuring compliance with relevant charity and company law.
• Ensure compliance with mandatory training, GDPR and data protection requirements in governance processes.

Stakeholder and Communication Management

• Act as a key point of contact for the CEO’s office, managing internal and external communications professionally and efficiently.
• Liaise effectively with Trustees, donors, partners, and senior stakeholders on behalf of the CEO.
• Coordinate and support high-profile meetings and events, including annual stakeholder meetings, Board away days, and charity functions.
• Ensure consistent messaging and effective flow of information between the CEO, Board, SLT, and wider organisation.

Support to the SLT and Project Coordination

• Coordinate and support organisational of all SLT team meetings, engagements and development plan.
• Support specific SLT projects, ensuring effective planning, documentation, and delivery against agreed timelines.
• Develop and maintain balance scorecard, project trackers, status reports, and communication plans to support SLT visibility.
• Identify interdependencies across projects and flag risks or delays proactively.
• Work collaboratively with SLT and teams to ensure milestones are achieved and outcomes align with strategic objectives.
• Support process reviews and recommend improvements to enhance efficiency and effectiveness.

General

• Promote and live the charities values of Compassionate, Professional, Respectful, and Safe.
• Work with colleagues across the hospice as part of the charities ‘One Team’ approach.
• Always Conduct yourself in line with charities culture and behaviours, acting as an ambassador for the hospice.
• Contribute to a culture of continuous improvement to help drive our service to Outstanding.
• Offer flexible support for the work of the organisation, adopting a flexible approach to new duties and responsibilities as required.
• Ensure respect, dignity, and the right to privacy for all staff, volunteers, and stakeholders.

Experience

• Extensive experience of providing executive support to senior leadership teams.
• Experience of managing and providing administrative support to committees.
• Experience of dealing appropriately with confidential and sensitive information.
• Experience of building strong working relationships.

Knowledge

• Understanding of organisational priorities and how executive office contributes to them.
• Understanding of change and improvement frameworks in a not-for-profit or service-based environment.
• Strong project coordination and planning skills, with ability to manage multiple priorities.
• Sound understanding of governance best practice and legal parameters, preferably in the Charity sector.
• Understanding of CQC regulated service and the Health & Safety Act 1974.

Skills

• Good communication and interpersonal skills, including the ability to write high quality reports and minutes.
• Strong attention to detail with the ability to provide accurate, timely information to a high standard.
• Resilient, independent, and initiative taking.
• Problem solver.
• Pro‑active and diplomatic.
• Able to work collaboratively with staff and quickly establish credibility with trustees.
• Ability to work as a pragmatic, effective, flexible, and supportive member of a small team.
• Delivering consistently to monthly deadlines.
• Identifying and implementing improvements to existing processes.
• Ability to analyse information from a range of sources and present in a comprehensive concise way.
• Proficient IT skills in all Microsoft Office Packages.

Personal Qualities

• Mature, proactive and diplomatic approach and a commitment to producing high quality work.
• Excellent time management skills and ability to manage multiple tasks simultaneously.
• Ability to work under pressure.
• Comfortable in embracing and implementing change.
• Willing to engage in the wider activities of the charity, as appropriate.
• Working without the need for close supervision.
• Ability to work in an agile and flexible way.

Benefits include:

• 27 days’ annual leave (pro‑rated)
• Life cover at 2 × salary
• Pension scheme matched up to 6%
• Season ticket loan
• Cycle‑to‑work scheme
• EAP