Administrative Coordinator to CEO and Leadership Team

Role: Administrative Coordinator to CEO and Leadership Team
Duration: 6 months fixed term contract
Salary: £35,000 - £40,000
Hours: 35 per week
Location: London (Hybrid)

We are working with a wonderful charitable trust to recruit an experienced Administrator to support the CEO and leadership team.

About the role:
You will be responsible for providing administrative support to the Foundation's CEO and its Leadership Team (comprising 9 Directors). You will liaise with the Foundation's Trustees and other Board and Committee members, organizing papers, logistics, and taking minutes of meetings.

Key Responsibilities:
1. Personal Assistance to the CEO (approx. 40%)
• Manage CEO's diary
• Monitor inbox and correspondence, flagging items for attention and follow-up, drafting responses where appropriate
• Book CEO's travel and accommodation, processing expenses
• Plan and schedule cyclical meetings, producing and monitoring the annual calendar
• Occasionally collate information and draft outline papers and presentations
• Coordinate and plan for the wider Leadership team, including authorizing annual leave requests on CEO's behalf
2. Trustees and Committees: Servicing and Meeting Administration
• Schedule and coordinate all Trustee and Committee meetings, and other events
• Draft meeting agendas, collate, format, and publish meeting papers using Diligent Boardbooks
• Ensure meeting room layout, AV, and catering requirements are in place
• Arrange Chair's briefings prior to meetings
• Take meeting minutes and record action points for follow-up
• Organize periodic Trustee dinners
• Book accommodation and process Trustees' expenses
• Act as the first point of contact for Trustees on general queries, diary management, and signing of papers
• Collate and record annual declarations of conflicts of interest for audit purposes
• Maintain Trustee and Company Secretarial document folders in SharePoint
3. Assisting the Leadership Team
• Plan monthly Leadership Team meetings and occasional away-days
• Draft agendas, collate and circulate papers, take minutes, and circulate action points
• Monitor follow-up of actions arising
• Assist Leadership Team members with diary and scheduling matters
4. Other Support, Including Meeting and Event Management
• Schedule and coordinate monthly all-staff meetings and other events
• Manage all operational aspects, including scheduling, invitations, circulation of papers, room layouts, catering, speaker, and guest liaison
• Provide administrative support on the day of events (e.g., greeting visitors, recording sessions)

Skills/Experience required:

Essential (E) / Highly Desirable (HD) / Desirable (D)
Experience
• Administrative/PA support for senior Directors or CEO (E)
• Working in a central coordinating role, liaising with internal and external stakeholders (E)
• Managing a complex diary and workload, prioritizing tasks (E)
• Handling confidential information with absolute discretion (E)
• Drafting agendas and minute-taking of complex meetings (E)
• Working with non-executive Boards (D)
• Experience in a grant-making or non-profit organization (D)
Knowledge and Skills
• Excellent organizational skills (E)
• Numerate (E)
• Strong written and verbal communication skills (E)
• Well-developed IT skills (including Word, Excel, Outlook, CMS) (E)
• Ability to work with high detail and accuracy without supervision (E)
• Some knowledge of academia (D)
Personal Qualities
• Flexible and open approach (E)
• Ability to work to deadlines, managing peaks and troughs of work (E)
• Proactive approach to problem-solving (E)
• Initiative and ability to work independently (E)
• Methodical and well-organized (E)
• Collaborative, willingness to help out as needed (E)
• Tact, discretion, and ability to maintain confidentiality (E)
• Excellent people skills, ability to develop positive relationships with colleagues, Trustees, and others at all levels (E)
• Interest in social policy and the mission of the organization (E)
• Strong interpersonal skills and emotional intelligence (E)
• Good judgment with confidence to make decisions and take