Executive Assistant to Board and CEO Office

Job Title: Executive Assistant to Board and CEO Office

Location: Dover (Hybrid)

Salary: £29,500

Job Type: 12-month fixed term Maternity Cover

The Company:

Migrant Help is a leading charity that has been established for over 50 years and delivers a range of support and advice services to migrants across the UK. Our vision is for a global society that protects vulnerable migrants, treats them with respect and enables them to reach their full potential.

The Role:

We are currently looking for an Executive Assistant to join our compassionate and committed organisation on a Fixed term contract.

The successful candidate will be an excellent communicator with the ability to work innovatively. They will have a keen eye for detail and be able to engage well with all relevant stakeholders.

Reporting to the Chief of Staff, the purpose of this role is to provide effective and efficient support to the Board of Trustees (BoT), CEO, and Chief of Staff (CoS). You will provide a welcoming, professional environment for the relevant internal and external stakeholders, organizing and coordinating senior administrative activity and supporting special projects, as required.

If you are dedicated, are highly organised and are looking for an exciting role that makes a difference, we'd love to hear from you!

Duties and responsibilities:

• To support the Board of Trustees (BoT) and CEO Office (CEO and CoS)
• Provide support with diary management and scheduling of key meetings, organizing travel and expenses, depending on the preferences of the individual post holders
• To organise virtual and in-person meetings including preparing agendas, booking and setting up of meeting rooms, arranging refreshments, taking formal minutes for the Board, Committees and the Senior Management Team (SMT)
• Circulate minutes after meetings in a timely fashion and follow up on subsequent actions
• To prepare and distribute papers for meetings in advance, as required
• To work with the CEO and CoS to prepare agendas and requirements for papers in advance of Board, SMT and Committee meetings and to circulate papers on time
• To maintain an up-to-date record of all required governance papers including statutory registers
• Create a governance calendar to organise all Board, Committee and SMT meetings on an annual basis
• To maintain an electronic database of documents accessible to the Trustees
• Coordinate the recruitment and induction process of new trustees
• Maintain trustee induction material, including creating or updating new and existing material
• Handle internal and external queries
• Support SMT meetings - prepare agendas, distribute papers, minute-taking and technical help in preparing professional-looking documents

Experience and Skills:

• Ability to meet deadlines, handle conflicting priorities and work under pressure
• Experience of governance, compliance and company secretary duties
• Excellent ability to communicate verbally and in writing, influence and negotiate with diverse groups and stakeholders at all levels
• Excellent presentation and organization skills
• Meticulous attention to detail

What else to expect:

• The working pattern will be Monday to Friday between the hours of 9am and 5pm, however flexibility is required should there be a business need for work outside of contracted hours
• This role is Dover-based - working from home and a commutable distance to head office in Dover, Kent. Occasional travel for board meetings e.g. in London and other regional offices

Benefits:

• Flexibility and work life balance
• Enhanced family friendly provisions
• Additional holiday entitlements
• Perkbox benefits
• Non-contributory pension scheme

About Migrant Help:

Migrant Help is a leading charity that has been established for over 50 years and delivers a range of support and advice services to migrants across the UK. Our vision is for a global society that protects vulnerable migrants, treats them with respect and enables them to reach their full potential.

We place a high value on employees in relation to the work that they do and the benefits the organisation offers, with an ethos of being a Great Place to Work.

Closing Date: 13 March 2024

Please click on the APPLY button to complete the application form for this role.

Candidates with the experience and relevant job titles of: Executive Administrator for Senior Management, Senior Leadership Team Coordinator, Chief Executive Assistant, Executive Support Specialist, Senior Leadership Liaison, Executive Office Manager, Senior Executive Coordinator, Senior Management Assistant, Executive Secretary for Leadership Team, Executive Support Officer will be considered for this role.