Executive Assistant To Chief Executive Jobs in Oxford, Oxfordshire

WHO WE ARE AND WHAT WE DO?

We are the UK’s student mental health charity. We challenge the higher education sector, health sector, and government to work with students when making decisions that impact them, and make them accountable for prioritising student mental health. In collaboration with students, we show sector professionals what effective student mental health looks like, and bridge the gap between students and the communities around them to ensure their voices are always heard. 

By creating and curating resources, stories and tools, we empower students to build their own mental health toolkit to support themselves and their peers through university life and beyond. We want to empower and inspire students to use their voice to share their stories and advocate for themselves. 

ROLE PURPOSE

As our Executive Assistant (Maternity Cover, 0.8 FTE, Fixed term for 12 months), you will play a crucial role in developing and supporting our charity and strengthening our administration and governance. You will be providing flexible assistance primarily to our CEO, in the planning and delivery of their workload. You will also provide administrative support to the Senior Leadership Team, Trustee Board and other structured groups which shape the charity’s strategy and activities, for example our Clinical Advisory Group.  As such, you will have the opportunity to work with the entire Student Minds team and a variety of stakeholders across the health and higher education sectors.

Key responsibilities:

Chief Executive Officer assistance

• Email and calendar management: helping to prioritise demands, responding to correspondence on behalf of the CEO and following up with contacts post-meetings.
• Arrange meetings and itineraries and coordinate travel as required.
• Stakeholder management support: utilising CRM to maintain updated databases for organisational contacts; support with the completion of contracts and registering purchase orders with suppliers,where the CEO is the lead contact.

Meeting management

• Plan and coordinate relevant meetings to ensure they are purposeful and relevant. These will include Board meetings, Senior Leadership Team Meetings, Leadership Group meetings and any other general committee meetings.
• Provide logistical and administrative support for all meetings, arranging suitable meeting premises or software, preparing and circulating agendas and meeting papers in consultation with the relevant participants (e.g. Chair of the Board, CEO and Senior Leadership Team).
• Coordinate catering requirements and liaise with the finance team to make purchases.
• Take high-quality and accurate meeting minutes and circulate them for appropriate approval and sign-off.
• Ensure prompt follow-up with agreed action points and follow through with ongoing delivery of commitments.

Governance support

• Provide administrative support where applicable to meet the charity’s requirements with
• Companies House and the Charity Commission.
• Support with Trustee recruitment, induction and training.
• Support the charity’s continuous improvement and compliance using tools such as the Governance
• Code.

Senior Leadership Team coordination

• Support with coordinating multi-stakeholder meetings, and liaising with internal and external stakeholders.
• Support members of the Senior Leadership Team or their guests with the use of our core systems and software (Google Workspace, Google Meet, Slack, Mural, Zoom).
• Process any travel expenses for the Senior Leadership Team.
• Manage charity records: provide historical reference by supporting procedures for the retention and disposal of records.
• Welcome guests and provide tours of facilities or support guests to use online meeting software where required.

Other duties

• Such other duties as may be reasonably prescribed by the organisation, appropriate to the grade and responsibilities of this post.
• Provide cover for other team members as necessary to ensure seamless operations and support across the organisation.
• Work to agreed charity and personal targets.
• Attend regular team meetings with Student Minds colleagues.
• Ensure compliance with Student Minds’ internal procedures and all external legal requirements.
• Ensure equality and inclusion responsibilities for your area of work.
• Undertake training and attend conferences as appropriate.
• Engage with and provide feedback on projects and strategic reports developed by other members of the team.
• Work flexibly and undertake tasks to support Student Minds colleagues as required.

BENEFITS

• Generous annual leave allowance - 25 days’ annual leave, plus bank holidays, plus a 2-week winter closure
• Flexible working - we encourage all employees to reflect on when and where they work best and how they need to fit work around caring or other commitments.
• Wellbeing is at the heart of what we do - we support staff to implement Wellness Action Plans and offer 10% of weekly working hours for you to invest in your wellbeing.
• Access to Employee Assistance Programme - we also offer wellbeing support through an Employee Assistance Programme which provides a wide range of resources as well as confidential counselling.

Based from home in the UK with regular travel around the UK as necessary.

This role is responsible for providing high-level support, managing complex projects and engaging with a wide variety of people on behalf of the Chief Network Officer. This role acts as a key point of communication with internal/external contacts, coordinates cross-organisational processes and projects, and manages the office, including liaising closely with senior members of the Operations and Network Programmes directorates.

Role responsibilities

· Managing and supporting a regular cycle of team and project meetings and events, including preparing project plans, management reports, ensuring the completion of actions, and supporting the strategy planning cycle.

· Liaising with key external contacts (food banks, partner organisations etc) on behalf of the Chief Network Officer, including maintaining regular correspondence, managing diary requests, and organising events and business travel.

· Conserving the Chief Network Officer’s time by reading, researching and routing correspondence, drafting letters and documents, collecting and analysing information and initiating communications.

· Acting as a project manager / stakeholder on behalf of the Chief Network Officer to ensure outcomes are achieved and information is communicated.

· Creating supporting materials for presentations, talks, conferences and planning meetings, including sourcing and preparing collateral, and formatting presentation slides etc.

· Curating and updating relevant information systems on behalf of the Chief Network Officer, including HR systems, finance systems, impact / performance systems and file storage.

Person Specification

Technical skills and minimum knowledge:

· Clear understanding of the need to maintain confidentiality

· Ability to work autonomously, with excellent time management and communication skills along with excellent decision-making ability

· Excellent knowledge of MS Office applications, including Office 365 (including Sharepoint, OneDrive, Word, Excel, Outlook, and PowerPoint) and Adobe Creative Suite

· Highly numerate, with the ability to present and analyse data

· Excellent attention to detail and communication skills (both written and verbal)

· Ability to work through challenges in positive and effective ways

Behaviours and competencies:

· Ability to effectively represent the organisation and promote core brand messages

· Develop a culture of innovation, resourcefulness, and best practice to make the best use of time and skills.

· Is able to work through challenges in positive and effective ways

· Demonstrate a commitment to the values of the Trussell Trust

· Demonstrates empathy for people from disadvantaged, marginalised or socially- excluded backgrounds

· Role models inclusive behaviours and values

Key Stakeholders

· Chief Officers

· Senior Leadership Group

· Director of Operations

· Director of Network Programmes & Innovation

· Operations Leadership Team

· EA/PA team members

· Staff, Volunteers, external partners, contacts from food banks

This role will lead on providing senior technical advice, leadership and guidance to the planning, delivery and monitoring of communications activities across the organisation.

Are you an ethusiastic and creative individual that enjoys supporting and working with others? Are you interested in championing Action Hampshire's communication activities? 

The successful candidate will join our existing communications team and support our communications and engagement. This role will lead on providing senior technical advice, leadership and guidance to the planning, delivery and monitoring of communications activities across the organisation. This includes supporting on elements of our communication activities; newsletter creation, website maintenance, graphic design and social media.

We are looking for someone with a creative eye, good interpersonal skills and excellent attention to detail who can communicate effectively. A key part of the role will involve exploring and implementing a data visualisation tool to efficiently monitor and review the reach and effectiveness of Action Hampshire’s communications (including social media platforms, newsletter, website hits and publication downloads, event attendance).

As a strengths-based organisation, we value the unique contributions each member of our team brings and our organisational culture emphasises coaching and leadership over management. We’re committed to inclusivity, equity and to the wellbeing and safety of our team. 

Key tasks include:

• Providing leadership enabling the delivery of high quality, impactful, engaging and informative content for the Action Hampshire website, newsletter and social media platforms
• Provide support and work with our Communications Officer and Communications Administrator to ensure we are alignment with our communications strategy
• Explore and implement a data visualisation tool to efficiently monitor and review the reach and effectiveness of Action Hampshire’s communications
• Work collaboratively with colleagues across the organisation and build relationships with our members and users

For almost 75 years, Action Hampshire has supported communities across Hampshire. Today, our mission focuses on strengthening the voluntary, community and social enterprise sector, supporting communities to raise their voices, and doing all we can to reduce disadvantage and celebrate diversity across Hampshire. Our responsive approach means we work across a wide range of issues relevant to our communities, from increasing the availability of rural affordable housing to ensuring cancer awareness messaging reaches seldom heard communities.

There has never been a more exciting time to join our talented, ambitious and friendly team. Our new 3-year strategy sets out clear goals and actions which we’ll achieve together. Our leadership team are embedding a culture of learning, experimentation and development. Our team is caring, collaborative and driven by our values of being bold, enterprising, informative, and empowering. We very much welcome applications from all members of the community, regardless of age, gender, sexual orientation, ethnicity, faith or disability. We are a Living Wage employer and Disability Confident.