PA/Executive Assistant to the CEO and Executive Team

CXK; Ashford; On-site; GBP 30,000 - 42,000; Full time

Job summary

CXK in Ashford seeks an experienced Executive Assistant to provide comprehensive support to the Chief Executive and the Executive Team. You will manage diaries, organise travel and meetings, and draft high-quality documents and reports aligned with CXK’s governance standards.

You will act as an ambassador, coordinating papers for board meetings and liaising with trustees and donors while maintaining confidentiality. Flexibility for occasional evenings and tight deadlines is required.

Qualifications

• Experience providing PA/secretarial support to senior executives.
• Diary management, meeting coordination and travel arrangements.
• Drafting high-quality documents and data reports.
• Stakeholder relationship management and governance support.

Responsibilities

• Provide comprehensive, coordinated support to the Chief Executive and Executive Team with high standards of care and confidentiality.
• Manage the CEO’s diary and assist the Executive Team with their diaries, travel and meeting arrangements.
• Draft, compile and review documents and reports aligned with CXK's vision and style.
• Summarise research documents and produce policy commentaries impacting CXK strategy.
• Communicate with trustees, donors and other stakeholders professionally and respectfully.
• Minute management for board/committee meetings and coordinate papers in advance.
• Ensure Ashford office operations, procurement and logistics run smoothly.
• Support Company Secretary on trustees and governance matters.
• Adhere to CXK policies, safeguarding, health and safety, data protection, and inclusion.

Skills

Diary management

Communication

Organisational skills

Confidentiality

Stakeholder liaison

Tools

Microsoft Office

Job description

• To provide a comprehensive, co-ordinated and efficient support service to the Chief Executive and the Executive Team, maintaining the highest possible standards of care and confidentiality.
• To provide a comprehensive administration and secretarial support service including diary management, emails, report writing and review/summarising of key documents.
• To be an ambassador for the CEO and Exec Team managing daily workloads and communications.

Main duties and responsibilities:

• To be the first point of contact for all communication and visitors of the CEO. The PA/Executive Assistant will develop a solid understanding of the needs and preferences of the CEO, the Executive Team and the charity so that they act as ‘gatekeeper’ filtering communication and dealing with enquiries promptly and directly where appropriate.
• To manage the CEO’s diary and assist the members of the Executive team with their diaries when relevant, including organising travel, venues and meeting arrangements, using wise judgement to manage and prioritise competing demands.
• To provide flawless administrative support to the CEO and Executive Team compiling information and drafting high-quality documents, data reports aligned with the vision and style of the Charity.
• To summarise research documents, producing commentaries on policy that impacts CXK strategy and delivery.
• To communicate and build relationships with the board of trustees, donors, commissioners and other high-profile stakeholders in a respectful and professional manner.
• To minute management meetings and board meetings. There will be occasions of flexibility required to meet changing demands and deadlines, including working some evenings and unsociable hours.
• To coordinate and distribute papers for management meetings, board and committees in a timely manner, ensuring papers are well-ordered and prepared.
• Ensure that the Ashford office operates efficiently, ensuring appropriate procurement of supplies and resources are sourced and delivered.
• Ensure and that all Ashford meeting (both internal and external) logistics, including catering, refreshments, technical and AV (with IT Manager support) Health and Safety, are all planned ahead of tie to ensure a smooth experience for all.
• Assist the Company Secretary in the management of Trustees and Governance matters.
• Work in alignment with all CXK policies and procedures including safeguarding, health and safety, data protection and equality, diversity, and inclusion.