Personal Assistant

YMCA DOWNSLINK GROUP; Hove; Hybrid; GBP 34,000; Full time

Job summary

A community-focused charity organization in Hove is looking for an experienced Personal Assistant to provide high-level administrative support to senior leadership. You will manage their schedules, coordinate meetings, and ensure effective communication. The role is dynamic, requiring adaptability and excellent organizational skills. Candidates should possess experience as a Personal or Executive Assistant and be proficient in digital collaboration tools. This position offers a hybrid work model with a competitive salary and the opportunity to make a positive impact on the lives of children and young people.

Qualifications

• Experience in a fast-paced environment, adaptable to change.
• Ability to manage sensitive and complex issues professionally.
• Confidence in engaging with senior stakeholders.

Responsibilities

• Provide high level PA and administrative support to senior leaders.
• Organise and coordinate meetings, ensuring clear documentation.
• Manage competing priorities and track actions for timely completion.

Skills

Proven experience in a Personal/Executive Assistant role

Exceptional organisational skills

Excellent attention to detail

Proficient in Microsoft 365 and digital collaboration tools

Strong initiative and ability to work autonomously

Job description

37 hours per week / £33,075 per annum / 12 month fixed-term contract / hybrid; minimum of two days on site, flexible hours considered - working pattern to be discussed at interview.

At YMCA DownsLink Group, our mission is to help children and young people have a fair chance to be who they want to be. We do this by providing a safe home, building life skills and self-confidence, and supporting emotional wellbeing and mental health.

Our Values -we do what’s right, we work with heart, and we build real connections- guide and shape how we show up for children and young people we support and for each other.

We are seeking a Personal Assistant to join our People and Programmes team, providing dedicated PA support to the Director of People and Programmes and the Head of Improvement and Impact. The People and Programmes directorate includes teams focused on HR and learning & development, safeguarding, impact and improvement and fundraising & communications.

This will be a pivotal role at the heart of this department, and the wider organisation, ensuring leaders can focus on making a bigger impact on the lives of children and young people.

The Personal Assistant will provide high level PA and administrative support to the Director of People and Programmes and to the Head of Improvement and Impact, including proactive diary management and acting as a gatekeeper to prioritise workload. In delivering the role, you will:

• act as a trusted partner, ensuring the Director and Head can focus on strategic leadership by anticipating needs, being proactive and responsive and co-ordinating follow-up.
• organise and coordinate meetings, including agendas, papers, logistics and follow-up actions.
• ensure meetings are planned and prepared for, efficiently documented, actions tracked and completed and communications are clear.
• be organised and efficient, able to manage sensitive and complex issues in a professional and objective manner.
• draft, edit and proofread correspondence, reports, and presentations in line with organisational tone and brand.
• attend meetings when required, taking accurate notes and tracking actions to ensure timely completion.
• work collaboratively with the central administration team and provide cover for senior administrative colleagues when required.

If you are enthusiastic about this opportunity but your experience does not align perfectly with every requirement, we encourage you to apply anyway and demonstrate how your experience is transferrable.You may be just the right candidate.

This is a dynamic, fast-paced role, working in an unpredictable environment which requires adaptability and a willingness to be a champion of change. You will have already have:

• proven experience in a Personal/Executive Assistant or similar senior administrative role.
• collaborative and empathetic approach, with the credibility to inspire confidence among diverse stakeholders.
• exceptional organisational skills, with the ability to manage competing priorities and meet deadlines.
• confidence in attending meetings and engaging with senior stakeholders.
• excellent attention to detail, with the ability to maintain a high level of accuracy.
• proficiency in Microsoft 365 and digital collaboration tools, along with excellent written and verbal communication skills.
• a strong initiative and ability to work autonomously. Be resilient, reliable and flexible.
• ability to exercise discretion and sound judgment in handling sensitive matters.
• proactive problem-solving skills, with a track record of anticipating needs before they arise.
• experience in the charity or housing sector (desirable).

If you would like any further information or an informal discussion about this post, please contact [e-mail]. Should you require any assistance with our application process, please email us at [e-mail].

CLOSING DATE: Sunday 4 January at midnight. Proposed interview date is Thursday 8 January.

Please note that we are unable to offer a work permit or visa sponsorship for this role; applicants must already have the right to live and work in the UK independently.

An inclusive workplace We are committed to policies and practices of equity, diversity, and inclusion and to supporting our people to make sure our culture is consistent with this commitment.

Accessibility If you require assistance or have questions regarding the application process, please do contact us.

YMCA DLG requires all staff and volunteers to be committed to safeguarding and promoting the welfare of children and young people, and to respond proactively to safeguarding concerns.

Successful applicants will undergo a thorough background screening process, conducted by an accredited third-party provider. This includes an Enhanced DBS check (with Children’s and Adults’ Barred Lists) as well as comprehensive reference and activity check.