SE15, London
Job description

Job Purpose: This role provides critical support to the Chief Executive Officer and the Senior Management Team at Project Girl Foundation and undertakes administrative functions to ensure that the business development, operational and office management are carried out effectively and efficiently.

Principal Responsibilities

Executive assistance

  • Arranging client/consultants/associates’ meetings and minuting where required
  • Day-to-day management of the Chief Executive Officer’s diary and meeting schedule
  • Liaising with clients/consultants/associates on behalf of the Chief Executive Officer when required
  • Setting up Business Planning meetings and coordinating all meetings in support of team efficiency; working with the Chief Executive Officer and key senior management/trustees in charge of business planning to ensure business planning targets are met
  • Proof reading and editing documents when required
  • Providing direct support for the Senior Management team as required, particularly in meeting business planning targets
  • Maintaining all HR records, staff contracts, appraisal and training records
  • Researching, preparing and writing internal and external documents for the Chief Executive, senior management team and/or trustees
  • Supporting the Chair and Chief Executive Officer to prepare information for presentations, media interviews etc
  • Updating the Chief Executive Officer on key organisational issues when she is out of the office
  • Assisting in arranging corporate events, such as fundraising events, staff appreciation events and office parties
  • Liaising and monitoring volunteers after settling-in period
  • Recruiting volunteers when required
  • Representing Project Girl Foundation at charity and networking events when required

 Client management

  • Undertaking client work as required to meet the needs of the business
  • Preparing and managing client contracts/agreements
  • Proactively managing all client project management systems and evaluation

 Staff management 

  • Scheduling regular personal review, appraisal and mentoring meetings 
  • Co-ordination of updates of the Staff and Volunteer Handbook and other policies
  • Developing the team training function and holding records of staff development
  • Undertaking key HR duties, including drafting of employment contracts in liaison with the Chief Executive

 Business planning and project management

  • Undertaking project management work as required by the business

 General office support

  • Co-ordinating the filing and update of business documentation held in hardcopy and electronically (on ‘the cloud’)
  • Managing office stationery and supplies
  • Liaising with other service providers, including IT as required

Person Specification – Executive Assistant

Knowledge, Skills and Experience Required:

  • Ability to manage complex and highly confidential information
  • Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members
  • IT literate with some experience of working in a team in a small charity or company
  • Numerate with the ability to present and analyse data
  • Knowledge of advanced MS office applications, including Word, Excel and Outlook
  • Excellent social skills, able to operate with diplomacy, tact and empathy
  • A high degree of personal organisation and self-management
  • Comfortable when working to tight deadlines, and able to turn work around within a short time span where demands are liable to change at short notice;
  • Ability to think proactively and laterally to maximise opportunities to promote the work of the organisation
  • A strong interest in the work of charities
  • A shared view and interest of Project Girl Foundation’s mission and vision
  • A general understanding of external and economic trends affecting the sector in which Project Girl Foundation works
  • Ability to commit to working up to 4 hours per week and for six months in the interim.
  • Ability to attend networking and fundraising events in London, as and when required.
  • This opportunity is home-based with face-to-face meetings, as and when required. Candidate must be based in London for this reason.



More about Project Girl Foundation
Project Girl Foundation

Project Girl Foundation is a new not-for-profit organisation registered in England and Wales.  The organisation was founded due to&nb... Read more

Posted on: 27 July 2019
Closed date: 25 October 2019
Job ref: Executive Assistant
Tags: Admin, Business Development

The client requests no contact from agencies or media sales.