Executive Secretary

Choice Support; Greater London; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A non-profit organization is seeking an Executive Secretary to support its senior management team. The ideal candidate is organized, proactive, and reliable, capable of managing diaries and facilitating meetings. Responsibilities include handling communications, preparing agendas, and supporting the recruitment process. This role is primarily home-based with occasional travel required for meetings in Maidstone and Central London. Strong organizational and communication skills are essential for success in this position.

Qualifications

• Experience supporting senior management and diary management required.
• Ability to work independently and manage time effectively essential.
• Attention to detail necessary for task prioritisation.

Responsibilities

• Manage diaries and facilitate meetings for senior leaders.
• Handle emails and calls, responding confidentially on behalf of leaders.
• Organise events and update SharePoint records.

Skills

Strong organisational skills

Communication skills

Diary management

Attention to detail

Confidence using Microsoft Office

Education

NVQ Level 3 in Business Administration

Tools

Microsoft Office

Job description

Executive Secretary

We are looking for someone organised, proactive, and reliable to support our Chief Operations Officer and Director of Operations.

About You

You are someone who can work independently, manage your time well, and stay calm under pressure.

You have

• Experience supporting senior management, including diary management and meeting facilitation.
• Strong organisational and communication skills.
• Confidence using Microsoft Office and other IT systems.
• Attention to detail and ability to prioritise tasks effectively.

Desirable

• NVQ Level 3 in Business Administration (or equivalent) OR at least three years' experience in a similar role.
• Experience in the social care sector.
• Access to own transport.

Responsibilities

• Diary management and meeting facilitation for senior leaders.
• Managing daily diaries, arranging and facilitating meetings, and ensuring everything is prepared for committees and events.
• Handling emails and calls, responding on behalf of senior leaders, and maintaining confidentiality at all times.
• Preparing agendas, request and proofread papers, collate and issue documents.
• Take and type minutes, maintain action and decision logs, and follow up on outstanding actions.
• Organise inductions for new team members.
• Plan and co-ordinate events such as team away days.
• Update structure charts and maintain SharePoint records.
• Assist with recruitment processes and annual external audits.
• Monitor shared mailboxes and manage correspondence.
• Occasionally attend offices to check post and support meetings/events.
• Manage databases and support a paperless operating environment.

Location

Home-based, with occasional travel to Maidstone and Central London for meetings and events. Applicants must be able to attend in-person meetings when required, and willingness to travel when needed is essential.

Hours

37.5 hours per week. Occasional evening and weekend work may be required to attend meetings/events.

Closing date

09th December 2025

Interview date (stage 1)

15th December 2025 via Teams

Interview date (stage 2)

22nd December 2025 via Teams

We reserve the right to close this advert early if we receive sufficient applications. Therefore, we encourage early submissions to prevent any potential disappointment. Please ensure you meet the requirements outlined in the person specification before you apply.

Explore our employee benefits, the good practices we've committed to, and our core values by visiting our website.

To learn more about Diversity and Inclusion at our company, visit our website and see how we foster a supportive and inclusive workplace for all.

Choice Support is Disability Confident which is a scheme run by the Department of Work and Pensions. As part of our commitment, we operate a guaranteed interview scheme - all candidates who declare a disability and meet the essential criteria for the role will be guaranteed an interview. If you consider yourself to have a disability or long-term chronic health condition or if you require any adjustments / support during the application / selection process, please contact us so that we can discuss your needs with you.

You may also have experience in the following roles : PA to Director, Personal Assistant, Executive Assistant, Senior Administrator, Office Manager, Business Support Manager, Chief of Staff Assistant, Operations Support Coordinator, Corporate Services Administrator, Management Support Officer, etc.