W3, London
Up to £30,000 per year (up to £15,000 pro rata)
Permanent, Part-time
Job description

Job title: Executive Assistant & Governance Officer to the Executive Leadership Team & Trustee Board.

Salary/Rate: £30,000 pa (pro rata £15,000)

Hours: 0.5 FTE, flexible working required subject to requirements and demands of the role.

Status: Permanent

Reporting to: CEO (Direct), Chair of the Board (Indirect)



The Felix Project is a dynamic London charity that works with food suppliers and charities and schools to reduce food waste and food poverty. We were set up in 2016 by entrepreneur, Justin Byam Shaw. 

More than eight million people in the UK struggle to afford to eat every day, while our food industry generates 100,000 tonnes of edible food waste each year. 

We rescue good food that cannot be sold and would otherwise go to waste.  This is high-quality and nutritious, including a high proportion of fresh fruit and vegetables, baked goods, salads, meat and fish.  We collect or receive food from 170 suppliers, including supermarkets, wholesalers, farms, restaurants and delis. 

We sort and then deliver this food to charities that cook meals and prepare food parcels for vulnerable people and to primary schools to distribute to children and their families. In 2019 we delivered over 2,700 tonnes of food to more than 310 London frontline charities and primary schools. This is enough food to make over 6.6 million meals. 

We have 40 staff, 500 active volunteers, and a fleet of 22 vans.

We currently have 3 main operations: our 2 depot operations at Enfield and Park Royal and our Central London operation.  The depots are open during the day and from these we collect, sort, deliver and store surplus food using our own vans completing pre-configured routes.  Our Central London operation runs in the evening and does point to point re-distribution directly from food retailers to charities, without the need for depot storage.  The Central London operation is fully “green” and uses electric vans and walking and cycling routes to extend our reach.

In October 2020, The Felix Project will be joining forces with FareShare London, with staff and volunteers from FareShare London becoming part of the Felix Family. This exciting partnership means that all current FareShare London volunteers will join us as The Felix Project volunteers, and will involve a transition period as we begin working more closely together and learning from each other. The goal of this partnership is to ensure that we are able to deliver more food to the Londoners who need it most.


Role Overview

This is a new post at the charity that will play a key role in supporting, advising, and coordinating the very busy workloads and schedules of the charity’s 4 person leadership team of CEO and 3 Directors. You will also provide support to a very senior, committed but remote voluntary board of trustees. You will be a very highly organised and diligent professional with an eye for detail, strong administrative and communications skills, together with a strong knowledge and understanding of charity governance and administrative management.

You will be expected to adopt a very flexible working routine, attend meetings throughout the month and prepare and disseminate documentation in an efficient, timely and effective manner.

You will establish pro-active working relationships with the Personal Assistants and support staff for some of the trustees. In meetings you will be on hand to offer advice and guidance regarding charity governance matters and/or take actions to seek clarity on governance matters for the leadership team or board members.

Specifically, your role will require you to provide administrative and personal assistant support to the charity Executive Leadership Team and Trustee Board, as well as act as advisor and administrator on matters of governance. This role will help plan, organise and manage all senior management team, board and board sub-committee meetings as well as ensure that all charity governance requirements are met and charity commission and other regulatory standards are maintained by advising and guiding the board and senior management.


Duties & Accountabilities

  • Plan, organise and manage all senior management team meetings and other key events; Timetable meetings, co-ordinate diaries, source and book venues and ensure that all meeting documentation is prepared, communicated and managed in a timely and efficient manner
  • Support the CEO and senior management team with administrational and other assistance, including diary management and co-ordination, communications with external people and organisations and other general support
  • Attend all Trustee board, board sub-committee and senior management team meetings as clerk and administrative support including taking minutes and actions; Timetable meetings, co-ordinate diaries, source venues and ensure that all meeting documentation is prepared, communicated and managed in a timely and efficient manner
  • Support the Chair of Trustees with occasional administrational and other assistance, including diary management and co-ordination, communications with external people and organisations and other general support;


Person Specification

Essential Skills & Capabilities

  • Highly organised; Able to manage colleagues diaries and support and co-ordinate busy, varied work schedules
  • Very strong administrative skills; Able to produce structured concise and clear reports and board documentation and meeting minutes and actions
  • Strong working knowledge and understanding of general charity governance and regulatory requirements, including providing advice to board members and the leadership team
  • Strong Communicator with very good professional verbal and written skills
  • Capable of using various technology platforms (e.g. Microsoft; Outlook, MS Teams and Sharepoint) and other communications tools and approaches
  • Able to work in a flexible, self-driven manner working remotely using technology to stay engaged with a wide range of stakeholders and partners

Desireable Skills & Capabilities

  • Strong research and investigative skills to provide information and clarification on matters to the leadership team and board
  • Great customer service approach: Friendly and solutions focused, with a can do attitude and problem solving skills.
  • Committed and passionate about the cause of the charity



First round interviews will be w/c 7 September. This is likely to be followed by second round interviews w/c 14 September.

More about The Felix Project
The Felix Project

The Felix Project is a London charity working with food suppliers and charities to reduce food waste and food poverty. We collect food from sup... Read more

Refreshed on: 06 August 2020
Closed date: 14 August 2020
Job ref: Exec Assistant Aug 2020
Tags: Admin, Governance

The client requests no contact from agencies or media sales.