Executive Assistant to the Board of Trustees

Cloud Recruit partnered with a national organisation with charitable status providing person-centred care and support to people across England with a wide range of needs. We are also a Registered Social Landlord managing around 1,000 units of supported housing. Our work is overseen and governed by our Board of Trustees. We are seeking a PA to the Board to provide the Chair and the trustees with all necessary administrative and secretarial assistance. This is a responsible position which will offer great job satisfaction to someone with a conscientious and proactive approach.

The role will involve:

• Liaising with the Chair and trustees to forward plan and schedule meetings.
• Managing communications and correspondence for the Chair and trustees.
• Organising meetings and sending out invites and virtual log-ins.
• Managing room bookings, refreshments, travel arrangements and payment of expenses.
• Arranging meetings between the Chair, trustees, the CEO and other officers as required.
• Agreeing the agenda for Board Meetings with the Chair.
• Making arrangements for presentations and internal/external speakers.
• Liaising with the Executive Team regarding preparation for meetings and any follow up.
• Taking accurate and professional minutes of Board meetings.
• Collating, uploading and sending out minutes, reports and other papers for Board meetings.
• Keeping records of attendance and apologies and any possible conflicts of interest.
• Maintaining all records in good order and managing the online Board portal.
• Organising the Annual General Meeting and any other General Meetings and events.
• Co-ordinating the recruitment and induction of new trustees.
• Being a point of contact for trustees and shareholding members.
• Supporting the Company Secretary in undertaking their role and duties Any other duties reasonably requested by the Chair, CEO and Company Secretary.

Applicants for this role will have significant prior experience gained in a responsible secretarial or administrative role. Experience of working for a charity or in a social care or public service organisation would be helpful.

You will be proactive, professional and able to maintain confidentiality. You will be well-organised, able to prioritise work and to achieve deadlines. You must have good communication skills with the ability to liaise effectively and coordinate the work of others. You must be helpful and responsive to requests for assistance from the Chair and trustees. You will be willing to work flexibly in accordance with the needs of the organisation and trustees, including attending evening meetings. A good standard of literacy is required and you must be competent in the use of IT and online applications including MS Word, Excel and PowerPoint. You will be conscientious and diligent in managing data and information and keeping records on behalf of the Company Secretary. You will be willing to work flexibly, including attending evening meetings.

Hours: Full time hours are 37.5 hours per week, Monday to Friday. Hours of work are generally 9am till 5pm to be worked flexibly, dependent upon the requirements of the organisation and the trustees. Some evening and occasional weekend working is required.

Salary: Up to £31,000 per annum based on qualifications and experience.