Executive & Office Coordinator - Music Charity

HANDLE RECRUITMENT; London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A London-based charity is seeking an Exec/Office Coordinator to support the CEO and the organization. This role involves managing schedules, preparing documents, and assisting with HR processes. Ideal candidates will have strong organizational and communication skills and experience in administrative support. This is an opportunity to contribute to impactful work in the music industry.

Qualifications

• Proven organisational skills and attention to detail.
• Excellent verbal and written communication abilities.
• Experience managing multiple tasks in a fast-paced environment.

Responsibilities

• Manage the CEO's diary and schedule meetings.
• Prepare documents and act as a liaison with stakeholders.
• Organise staff onboarding and maintain HR records.

Skills

Organisational skills

Communication skills

Time-management skills

Understanding of HR processes

Tools

Microsoft Office

Google Workspace

Digital scheduling tools

Job description

Overview

Our client is a registered charity dedicated to helping individuals within the music industry who are affected by mental health and/or addiction. To do this vital and life-changing work they are looking to hire a dedicated Exec/Office coordinator who will provide seamless support to the CEO and wider organization.

This stand-alone support role will be varied and have touchpoints across the entire organization, so previous experience, or an understanding of HR, governance and basic financial admin, will be a huge advantage. This is a fantastic opportunity for a highly organized and detail-focused coordinator with excellent communication skills to support a friendly and close-knit team doing amazing work dedicated to making a positive impact on people\'s lives.

Responsibilities

• Manage the CEO\'s diary, scheduling internal and external meetings.
• Prepare agendas, presentations, minutes, and supporting documents.
• Act as liaison between CEO, trustees, and stakeholders as needed.
• Minute and action outcomes of all relevant leadership meetings.
• Support trustee coordination and compliance tasks (e.g. collecting declarations, assisting with annual returns).
• Assist in recruitment processes and maintain HR records.
• Organise staff onboarding and training logistics.
• Maintain and improve administrative systems, filing, and document management.
• Keep meticulous records of all policy developments, ensuring that they are all reviewed on an annual basis.
• Coordinate all office operational tasks e.g. reports, renewals, contracts etc.

Essential Skills/Experience

• Excellent organisational, planning, and time-management skills.
• High attention to detail and ability to manage multiple tasks simultaneously.
• Strong written and verbal communication.
• A good understanding of Human Resources processes.
• Proficient in Microsoft Office, Google Workspace, and digital scheduling tools.
• Discretion, integrity, and trustworthiness handling confidential information.
• Proactive, problem-solving mindset and ability to work independently.

Highly desirable if in addition to the above you have prior experience working in charity/not for profit sector, experience with HR process and a connection to or understanding of the music industry.

Handle actively welcomes applicants from under-represented backgrounds - we pride ourselves on attracting the best talent for every opportunity through a commitment to equality, diversity and inclusion.