Administrative Coordinator - Urgent Role

We are Hestia. We make a difference.

At Hestia, we live by our values and are committed to a more equitable, diverse, and inclusive organisation that provides a variety of services such as Domestic Abuse, Modern Slavery, Mental Health & Complex Needs and Criminal Justice. We are committed to empower people to rebuild their lives and regain independence. 

The service you will work in….

At Hestia we support adults and children in times of crisis. We help more than 18,500 people every year across London, Berkshire and the South East. We work with people from all backgrounds and ages, in various challenging environments. We also campaign and advocate for the issues that affect our service users.

We currently have an exciting opportunity to join our CEO Office where you will collaborate with the CEO, Directors, Trustees and other Senior Managers to provide a seamlessly professional and confidential support service.

A day in this role looks like….

As our Executive Office Coordinator, you will be responsible for ensuring the smooth running of the day-to-day executive office functions, this includes but is not limited to managing and coordinating diaries, responding to emails in a timely manner, ensuring that all documents and packs are prepped and distributed ahead of meetings, recording minutes, and maintaining confidentially and professionalism at all times. This is a full time position based on-site in Aldgate.

A day will never look the same and some of the things you can expect to do/be responsible for are:

• Provide support to the CEO and the Head of CEO's Office to complete required Governance functions as requested within a timely manner.
• Preparing, implementing and disseminating all Directorate and Trustee paperwork and reporting (incl. collating due diligence information, making policy and procedure updates).
• Produce and update visual diagrams and project documentation to support Trustee and Directorate reporting.
• Provide complex diary support for the Chief Executive and set up meetings and travel arrangements.
• To research and provide information / briefings on a variety of matters as requested by the Chief Executive and Head of CEO's Office.
• Manage and field incoming emails and calls from internal colleagues, stakeholders and other external partners.
• Attend regular meetings to take minutes, maintain action logs and follow up as necessary according to agreed work plans and schedules.
• Support with and tracking and maintaining financial documentation of all budget and invoice administration, including expenses and other billing information.
• Maintain all confidential HR documentation / systems in relation to the CEO's direct reports (incl. time recording, sickness records and other confidential matters).
• Deliver all tasks within their own delivery plan to achieve agreed performance.
• Work with identified people to receive weekly and monthly reporting as required within agreed deadlines.

We will be interviewing for this opportunity on 19th March 2024.

Why Hestia?

Joining Hestia means more than just a job; it's an opportunity to be part of something bigger. We offer a supportive, inclusive and resolution driven work environment where your contributions are recognised and valued. As a member of our team, you will have the chance to grow both personally and professionally while making a lasting impact on the lives of those we serve.

We are looking for candidates who bring a combination of passion, expertise, and dedication to the table. To excel in this role, you should possess:

• Degree level education or equivalent.
• Extensive experience in a Senior Administration / Personal Assistant / Executive Assistant role with paper diary management.
• Extensive diary management, minute taking and preparation of executive and board meeting papers.
• Excellent interpersonal skills with confidence and ability to interact and influence with tact at all levels of the organisation.
• First class written communication, drafting of letters, and confident oral communication skills.
• Being able to create and manage their own admin systems and process to ensure their own deadlines are met in line with other requirements / expectations of the role.
• Proactive problem solver with an enquiring mindset and the ability to pre-empt requirements before being asked.
• Maintaining confidentiality to the highest level.
• Able to work under pressure and multi-task whilst meeting deadlines.
• Experience in consistently delivering within a fast-paced environment with excellent time management skills.

Our commitment to Equality, Diversity, and Inclusion

Our services users come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes us stronger. We are committed to creating and maintaining a diverse and inclusive workforce and value the skills, abilities, talent and experiences, different people and communities bring to our organisation.

We are a disability confident employer…

Hestia is a disability confident employer, committed to the employment and career development of individual with disabilities. As part of this commitment, we operate a guaranteed interview scheme for all applicants with disabilities who meet the minimum criteria for the role they have applied for. We will also accommodate reasonable adjustment during the selection and interview process and throughout your employment with u