Executive Assistant and Board Secretary

About West London Mind

West London Mind is a Local Mind Association. Mind operates a federated structure of Local Mind Associations, which are independent charities with their own funding and services. We share the same values as Mind, and we are regularly reviewed to make sure our charity is maintaining local Mind quality standards, so that we are providing local and effective services which meet the needs of our local community.

We’re here to make sure that everyone suffering with a mental health problem gets the help they need to recover.

We listen, support recovery, fight stigma and work with partners to take action.

We provide services for adults, children and young people, signposting for everyone and training and consultancy for employers.

Role Purpose

The Executive Assistant and Board Secretary will provide high-quality, proactive and confidential support to the Chief Executive Officer, enabling the CEO to work effectively with trustees, senior leaders, commissioners, partners and other key stakeholders.

The postholder will manage the CEO’s diary, inbox, briefings, correspondence and meeting preparation, while also providing effective board and committee administration, including agenda planning, papers, minutes, action logs and governance records. The role requires excellent judgement, discretion, organisation and attention to detail. The post has no direct line management responsibilities.

Key Responsibilities

Executive Support to the CEO

·         Provide proactive, confidential and high-quality executive assistance to the CEO, including diary management, inbox support, correspondence, briefings, travel, expenses and meeting preparation.

·         Act as a professional first point of contact for the CEO’s office, ensuring queries are prioritised, routed and followed up appropriately.

·         Prepare high-quality documents, presentations, reports, letters and briefing materials for internal and external meetings.

·         Support the CEO to track priorities, deadlines, actions and follow-up across strategic, operational and stakeholder workstreams.

·         Handle sensitive and confidential information with discretion, professionalism and sound judgement.

Board and Committee Secretariat

·         Provide secretariat support to the Board of Trustees and relevant committees, including scheduling meetings, preparing agendas, collating papers, taking accurate minutes and maintaining action logs.

·         Work closely with the CEO, Chair, trustees and senior leaders to ensure board and committee business is well planned, timely and effectively documented.

·         Maintain accurate governance records, including meeting schedules, trustee attendance, declarations of interest, terms of reference, policies, decisions and key documents.

·         Ensure board papers are well organised, professionally presented and circulated within agreed deadlines.

·         Support good governance by tracking decisions, actions, deadlines and follow-up between meetings.

Stakeholder, Meeting and Event Coordination

·         Coordinate senior-level meetings, away days, trustee sessions, stakeholder meetings and organisational events as required.

·         Liaise professionally with trustees, commissioners, funders, partners, senior leaders and external stakeholders on behalf of the CEO’s office.

·         Prepare agendas, notes, briefings and follow-up actions for internal and external meetings.

·         Support smooth communication between the CEO, trustees, senior leadership team and wider organisation.

Administration, Systems and Governance Compliance

·         Maintain effective filing, document management and information systems for CEO office and governance records.

·         Support compliance with organisational policies, data protection requirements, confidentiality standards and governance processes.

·         Maintain forward plans, annual governance calendars and reporting schedules to support effective planning.

·         Use Microsoft 365 and other digital systems to organise information, produce documents and support efficient ways of working.

·         Contribute to continuous improvement in executive administration, governance processes and internal communication.

·         Manage our enquiries and duty inbox

General

·         To work within and promote all of West London Mind’s policies and procedures with particular attention to equal opportunities, data protection, safeguarding and health and safety requirements.

·         To work within and promote West London Mind’s values and ways of working.

·         To provide written reports and information as requested.

·         To attend training and meetings as required, including regular team meetings and staff forums.

·         Build and maintain effective working relationships with colleagues, partners, contractors, and external stakeholders.