Job Title: Executive Assistant/ Administrator
Reports to: Reports to CEO
Salary: £30,000-£35,000, depending on experience
Hours: 40 hours per week
, with flexibility to work the occasional Saturday morning to meet deadlines (2 to 3 times a year)
Location: UK, largely working from home, with a two to three-day residential monthly meeting (on average)
Contract type: 6 months initial contract, likely to be extended subject to funding
Date: September 2020
FaithInvest is an international, not-for-profit membership organisation and registered Charity for religious groups and faith-based investors worldwide. We assist faith groups to invest in line with their values. Our aim is to grow the scale and impact of faith-consistent investing. We support religious groups in moving more of their funds and resources into investments that will achieve the environmental and sustainable development impacts they seek to implement in the world.
We are seeking a full-time, experienced, high performing and flexible Executive Assistant/ Administrator who is eager to join a young and ambitious organisation at a critical point of its expansion and development. This is an excellent role which will pay a salary of circa £30-£35k. It involves remote working, with some monthly UK-based travel. A flexible and adaptable approach is needed on a weekly basis as FaithInvest works with partner organisations across various time zones.
The Executive Assistant/ Administrator will support the senior team, particularly the Chief Executive Officer and Membership Director, being a ‘go-to person’ for information relating to projects, contacts and the network. This post balances administrative responsibilities to the executive leadership team and the Trustee body, and wider organisational responsibilities, particularly in relation to grants and reporting. It also involves close liaison with key colleagues such as the Head of Finance and Administration.
This is a busy and challenging role within a small but friendly team. The successful candidate will need to have demonstrable expertise in a full range of administrative tasks, including diary management, dealing with confidential correspondence, managing mail/email and ensuring the senior team is fully prepared ahead of all meetings. The successful candidate will be highly organised with a keen eye for detail, possess high level IT skills, with an ability to multi-task as well as prioritise. They will be well organised, flexible and able to work proactively on their own or as part of a team, dealing with a range of matters whilst demonstrating initiative and sound judgment. They will be confident in dealing with FaithInvest’s wide range of partners, funders and members and able to operate at a senior level while also demonstrating the core administration skills needed. These will include updating FaithInvest’s online customer relationship and office databases with contacts and information and taking responsibility for delegated tasks in respect of data maintenance, accuracy and cleansing. This is a pivotal role for the organisation as it cuts across all areas of operation and will continue to be of influence as the organisation grows.
FaithInvest’s team is based largely in the South West. The full-time role involves working from home, with a two to three-day residential monthly meeting (on average), most of which will be in Bristol or London.
Main Duties and Responsibilities
Day to Day Support to Executive team and Trustee Body
- Executive assistance to the Senior Team, consultants and Board, including:
- diary management
- coordinating meetings and calls
- undertaking proactive e-mail management ensuring that urgent e-mails are promptly picked up, responded to and actioned as appropriate.
- arranging Board of Trustees meetings
- liaising with the Board
- preparing agendas and taking minutes, including for weekly team meetings.
- Administrative support to the work of the senior team, including:
- liaising effectively with colleagues to set deadlines for projects and tasks
- assisting the Communications department in the preparation of presentations and papers
- formatting documents
- collating information for funding proposals and grant reports
- taking responsibility for an overview of collective and individual deadlines within the team, e.g. for grant proposals and reports
- Support and coordination with the Head of Finance and Operations including
- travel, meetings and hospitality bookings
- the timely submission of reports and information to official bodies, as required for the charity to ensure compliance, and other legal requirements.
- Updating our customer relationship management system (Salesforce) and other systems (eg, our online office database, Office365) with contacts, documents and information.
Specific Project Support
- Joining specific projects or events for defined periods to provide general support and coordination
This post has no budgetary or line management responsibilities
Qualifications and Education
Whilst degree level education is preferred, candidates with significant experience in administration will also be welcomed
Skills and Knowledge
Essential: Microsoft Office suite - Word, Excel, Outlook, PowerPoint.
Desirable: Experience of Salesforce, Apple Macs
Essential proven ability
- Demonstrable expertise in a full range of Executive Assistant/Administrator tasks, including diary management, proactive email management, dealing with confidential correspondence, minute taking, document preparation, updating and maintenance of online office databases
- Demonstrable experience of being able to work proactively on their own or as part of a team
- High degree of IT literacy (experience of Microsoft Office, and preferably also Apple Macs)
Minimum of 5 years working in an Executive Assistant/ Administrator role
Essential personal qualities
- Highly organised
- Good communication skills
- Meticulous attention to detail
- Able to work independently but also as part of a team in a busy and changing work environment
- Able to work calmly under pressure and keep to deadlines
- Flexible, resourceful and adaptable in approach to deal with changing requirements, especially for travel arrangements in response to frequently changing diaries
- Able to prioritise workload effectively
- Good understanding of the UK charity sector and structure
- Experience in a smaller office environment
Out of hours working and travel
While usual working hours are Monday-Friday, 9.00 – 17.00, a flexible and adaptable approach is needed on a weekly basis as FaithInvest works with partner organisations across various time zones. Therefore there may be a call or meeting out of these hours.
On average there will be a two to three-day staff residential each month, and some occasional international travel.
20 working days per annum in addition to the normal public holidays.
To apply please send your CV and a cover letter.
Please note that CV’s sent without a cover letter will not be considered
Application Deadline: 31st August 2020
The client requests no contact from agencies or media sales.