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Canary Wharf, Greater London (Hybrid)
E14, London
£31,000 - £33,000 per year
Full-time
Permanent

Actively Interviewing

This organisation is scheduling interviews as applications come in. They're ready to hire as soon as they find the right person. Don't miss your opportunity, apply now!

Job description

Job Title: Executive Assistant

Reporting To: Governance manager  

Salary Range: Hourly Rate: £31.000 to £33.000, Dependent upon experience

Contract Type: Permanent

Location: Hybrid across Felix/FareShare London Sites (Old Street, Canary Wharf, Poplar)

Hours/Days per week: 35 hours per week, Monday to Friday, 9am to 5pm.

Requirements: The Felix Project can only employ applicants who currently have the right

to work in the UK.

 

About Us

The Felix Project and FareShare have recently merged to form the UK's largest food redistribution charity. Its vision is a UK where good food is never wasted, and nobody goes hungry.

The organisation rescues high quality edible surplus food, from across the food industry and gets it to over 8,000 organisations across the UK who are working to strengthen communities and improve lives.

The charity manages seven depots across London, Suffolk, Merseyside and Hampshire and works with 16 network partners who operate a further 26 regional depots across the UK.

Over the next year our ambition is to rescue enough food nationally to provide nearly 200 million meals, turning an environmental problem into social good with measurable impact for people, planet, and the economy.

Job Purpose

Provide Executive Assistant support to senior executive leadership including Deputy CEO and Executive Director of Income Generation, and wider admin support to the Executive Leadership Team.

We require highly organised, self-reliant and a proactive Executive Assistant who works with high levels of autonomy and enjoys learning and develop.

Duties and Accountabilities

1. Support for the two executives includes:

  • Executive Assistant to the Deputy CEO - ~50% of role
  • Executive Assistant to Executive Director of Income Generation - ~40% of role
  • Wider admin support to the Executive Leadership Team - ~10% of role

2. Support for the two executives includes:

  • Strategic diary and time management – actively manages and sequences both executives’ calendars to protect focus time, align activity with strategic priorities, and minimise clashes.
  • Scheduling and coordination – organise complex meetings and appointments, liaising confidently with internal stakeholders, external partners, donors, and senior contacts.
  • Endtoend meeting support – plans and schedules meetings and events, prepares high‑quality agendas and materials, circulates pre‑reads, captures actions, and ensures timely follow‑up.
  • Inbox oversight and triage – provides inbox management cover (e.g., during leave), prioritising messages, drafting responses, filtering requests, and ensuring executives receive only what requires their attention.
  • Operational administration – maintains clear digital filing systems, documentation structures and record‑keeping practices to support continuity and ease of access.
  • Stakeholder relationship management – builds strong, professional relationships with colleagues, clients, suppliers, and the broader support team, ensuring seamless coordination across teams.
  • Project and research support – undertakes ad‑hoc research, prepares summaries, gathers information, and provides hands‑on support for projects led by the executives.
  • Representation and support in meetings – attend meetings on behalf of the executives when required, ensuring effective notetaking, action capture and follow‑through.
  • Crossteam collaboration – supports the senior management team as required, including providing cover for other administrative or support colleagues during periods of absence.

3. Support to wider Executive Leadership team includes:

  • Travel and logistics management - arranges travel, accommodation and itineraries, ensuring efficient, cost‑effective and well‑coordinated plans.
  • Meeting and event preparation - prepares venues and resources for in‑person and virtual meetings, ensuring technology, materials and setups are ready in advance.
  • Finance and administrative processing - manages purchase orders, invoices, expense claims and other routine administrative workflows accurately and promptly.
  • Organisation-wide support - provides flexible, ad‑hoc support across the organisation as directed by the Head of the CEO Office or Governance Manager.
  • Cover for the CEO’s EA - provides planned cover for the CEO’s Executive Assistant during their leave or regular non‑working day (every Friday), ensuring continuity of support.

 

Essential skills/knowledge relevant to this role

  • Strategic time stewardship: designs and runs a “priorities‑first” calendar for two executives, protecting focus time and sequencing commitments against key priorities for the executives and wider organisational priorities
  • Proactive planning & anticipation: Looks 4–12 weeks ahead to surface upcoming pinch points/ calendar challenges
  • Briefing excellence: For key meetings is able to support by synthesising inputs into concise briefs and talking points
  • Stakeholder management: Stakeholder orchestration – manages senior internal and external relationships (e.g., ELT, trustees, partners, donors) with impeccable and diplomatic judgement
  • Inbox and information triage – operates rules‑based triage for two executives (what to action, delegate, schedule or decline), drafting responses and routing items to the right owners.
  • Judgement, confidentiality & compliance – handles sensitive information with discretion; understands GDPR and safeguarding expectations; demonstrates calm, professional judgement under pressure.
  • Time management: Strong time-management skills and ability to manage complex and changing workloads
  • Proactive initiative: Ability to take initiative and work independently with a desire to make improvements to ways of working on a regular basis
  • Team player: Proven ability to work as part of a team, with a desire to provide support to other team members where required

 

Desirable skills/knowledge relevant to this role

  • Interest in our work including previous volunteering experience for FareShare or The Felix Project as well as interest or experience in food redistribution space
  • Complex visit & event logistics – planning high‑impact site days, donor tours and external engagements, optimising cost, sequencing and prep materials.
  • Willingness to travel across the UK on the few occasions where this might be required

Application procedure

Once you apply you will be directed to our recruitment portal. Please upload your CV and a covering letter outlining your suitability for the role and make sure that they are both uploaded before submitting your application. After you have submitted your application, you have 24 hours in which you can access you application and make edits. We will only consider applications with both CV and cover letter submitted.

Recruitment timeline

We reserve the right to close advertisements early and we might assess candidates and arranging interview as applications come in, so please apply as soon as possible, to avoid missing out on this opportunity.   

Due to the anticipated large number of applicants, if you do not hear from us within four weeks of your application, we regret to inform you that your application has been unsuccessful. Consequently, will not be able to provide feedback.

Organisation
The Felix Project View profile Organisation type Registered Charity Company size 21 - 50

We deliver this surplus food to charities and schools so they can provide healthy meals and help the most vulnerable in our society.

The Felix Project logo Play
DSC9204.jpgFelix Project image for blog_preview.jpg
Posted on: 24 February 2026
Closing date: 11 March 2026 at 00:00
Tags: Administration, Direct / Supporters