Executive Assistant to the Board of Directors/CEO

NHS; Tipton; On-site; GBP 22,000 - 27,000; Full time

Job summary

A charitable organization seeks an experienced Executive Assistant to manage administrative functions for the Board of Directors and Executive Management Team. Key responsibilities include diary management, meeting coordination, and interdepartmental communication. Applicants should have proven experience as a Personal/Executive Assistant and strong communication skills. This full-time position offers a supportive working environment with attractive benefits.

Benefits

28 Days annual leave + 8 days bank holiday

Workplace pension scheme

Employee Assistance Programme

Comprehensive training and development opportunities

Friendly and supportive working environment

Qualifications

• Proven PA experience to senior/executive managers.
• Expertise in diary management and arranging meetings.
• Ability to handle sensitive information and maintain confidentiality.

Responsibilities

• Provide comprehensive support to the CEO, Board of Directors, and EMT.
• Manage day-to-day operations of the Business Support team.
• Coordinate meetings and maintain formal schedules for Directors' decisions.

Skills

Excellent verbal and written communication

Interpersonal skills

Proficient in MS Office

Organizational skills

Education

GCSE English and Maths Grade C or above

Private Secretaries Certificate or Diploma

Job description

Job Summary

Managing the business support team providing administrative support across the organisation, you will directly support the Board of Trustees and Executive Management Team by way of diary management, travel coordination, liaising with internal and external stakeholders, coordination of meetings, events and project assistance, taking notes and minutes / follow-up actions for the senior leadership team. You must be able to use your initiative, problem solve and have excellent communication skills to liaise with a wide range of stakeholders. Prior experience as a Personal / Executive Assistant is a necessity for this position, supporting at a senior level within a charitable organisation would be highly beneficial.

Main duties of the job

• Provide professional and comprehensive administrative and secretarial support to the Board of Directors (Trustees), Chief Executive Officer (CEO) and Executive Management Team (EMT).
• Manage the day-to-day operations of the Business Support team, ensuring efficient processes, and contributing to overall business planning and performance. Improve business functions, manage resources, and act as a liaison between different teams and departments across the organisation.
• Ensure good quality information flows between Trustees, EMT and the wider charity, acting as a point of contact for the Board of Directors, and ensure that a formal schedule of matters for Directors’ decisions is maintained.
• Facilitate seamless and productive communication across key stakeholders to support the effective delivery of the organisation’s goals and objectives.

About Us

We are a charity that exists to transform lives through delivering impactful services across Sandwell and the surrounding areas. We work collaboratively with public, private and voluntary organisations, educational settings and other partners to design and deliver sustainable innovative solutions to improve the lives of children, families, young people and adults from early years to end of life care.

What We Offer

• 28 Days annual leave + 8 days bank holiday (pro rata for part time employees)
• Workplace pension scheme
• Employee Assistance Programme
• Free on-site parking
• Comprehensive training and development opportunities
• Exclusive deals and discounts on products and services
• Friendly and supportive working environment

Murray Hall Community Trust is an equal opportunities employer and will provide reasonable adjustments throughout the recruitment process and invite potential applicants to contact us to identify any additional support they may require to enable them to make an application.

Details

Date posted: 15 September 2025

Pay scheme: Other

Salary: £26,678 a year

Contract: Permanent

Working pattern: Full-time

Reference number: L0110-25-0013

Job location: Murray Hall Community Trust, St. Marks Road, Tipton, West Midlands, DY4 0SL

Job Description & Responsibilities

Provide support to the CEO, EMT and Board of Directors for diary management, arranging and coordinating meetings and events, organising venues and resources as required. Advise on the annual calendar of the Trust’s Board meetings and tasks and maintain appropriate records. Organise and coordinate Board and Sub-committee meetings in conjunction with the Chair of the Board and Chairs of the Committees. Schedule other meetings and events as required, some of which may be critical and urgent. Develop Board meeting agendas with the Chair and make arrangements for presentations and internal/external speakers.

Prepare for meetings in partnership with the CEO and EMT, including agendas, collating and distributing minutes, reports and papers in good time. Follow up on actions with responsible individuals and inform the Chair of progress. Send papers to Directors by post and email if requested. Provide secretarial support for meetings (invites, virtual log-ins, room bookings, refreshments) and assist Directors with travel arrangements and expenses.

Attend meetings as required (some outside normal hours) and take accurate minutes of Board meetings, sub-groups and ad-hoc meetings; maintain attendance and apologies records. Support EMT with system administration (including software and telephones) and provide training, guidance and updates as required.

Monitor and respond to incoming emails from the MHCT inbox and others as relevant, with general administration of the inbox. Provide customer-centred administrative support to internal projects, staff, external stakeholders and service users. Provide full telephone support ensuring courteous and professional communication.

Prepare and issue written communications on behalf of the CEO, Board of Directors and EMT; maintain records of correspondence and filter incoming communications as necessary. Ensure copies of statutory policies and other Board-approved documents are recorded, reviewed and published as required. Take minutes and produce them within specified deadlines for directors meetings and sub-committees, including out-of-hours engagements.

Be fully conversant with the Charity’s Memorandum and Articles of Association and the Terms of Reference of its Committees; advise Directors on governance and procedure. Ensure the Board is properly constituted, maintain terms of reference, and ensure meetings are quorate and disclose conflicts of interest. Support the Executive Team to maintain official records with the Charity Commission and Companies House; maintain a record of signed minutes and publish as agreed.

Maintain membership records of Directors, alert the Chair in advance of vacancies or non-attendance, assist in recruitment for Board Directors and contribute to induction. Establish and monitor the appraisal and performance review cycle for Directors. Support senior managers with reports and communications and perform other admin tasks as required (photocopying, faxing, emailing, scanning, laminating, binding).

Maintain the Bid Register and assist with bids and tenders, including setting up bid folders, downloading documents, submitting clarification questions, and overseeing contract/sub-contract document collections as required. Maintain governance documents, files and activity data. Set up and maintain filing systems (hard copy and electronic). Ensure confidentiality and compliance with data protection laws. Book and prepare meeting rooms and equipment; provide hospitality for visitors.

Participate in personal development through role-specific training. Assist in project work as required. Maintain and support the ISMS information management system and coordinate internal audits and actions.

Person Specification

Communication

• Essential: Excellent verbal and written communication at all levels; effective interpersonal skills; tact, diplomacy and confidentiality.

Personal Qualities

• Essential: Approachable, flexible, ability to work on own initiative, prioritise under pressure, maintain confidentiality and integrity.

Qualifications

• Essential: GCSE English and Maths Grade C or above.
• Desirable: Private Secretaries Certificate or Diploma / NVQ Level 2 or 3 in Business Administration or PA experience.

Knowledge & Skills

• Essential: Knowledge of confidentiality and data protection; ability to handle sensitive information; able to work unsupervised; innovate with technology; proficient in MS Office (Word, Excel, PowerPoint); good organisational skills.
• Desirable: Knowledge of Trust Board procedures and legislative requirements.

Other Requirements

• Essential: Able to work evenings for board meetings; able to travel to meetings; available outside normal hours; DBS check and DBS update service subscription.

Experience

• Essential: Proven PA experience to senior/executive managers; diary management; arranging meetings/conferences/events; minuting meetings; IT applications; supervising a busy office team to deadlines.

Disclosures

Disclosure and Barring Service (DBS) check: This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions Order) 1975; a DBS check will be required.

Employer Details

Murray Hall Community Trust, St. Marks Road, Tipton, West Midlands, DY4 0SL