Executive Assistant

About the role
As the Executive Assistant at The Access Project, you will play a pivotal role in providing high-level administrative support to the CEO, Trustees, and Executive Team. Your responsibilities will extend to managing the CEO's schedule, overseeing Board and Committee meeting logistics, and being responsible for preparing and distributing Board and Committee papers and minutes. Beyond administrative duties, you will contribute significantly to maintaining a proactive and collaborative work environment, responding adeptly to organisational needs and exhibiting a keen sense of initiative.
In addition to your executive support responsibilities, this role places you at the forefront of organisational governance. You will support The Director of Governance and Operations with the process of managing the organisational risk register and ensuring that the governance processes of the organisation are implemented and effective.
Role responsibilities
Executive Support
To provide executive support to the CEO and Executive Team, on a group and one-to-one basis, reporting directly to the Director of Governance & Operations. Efficiently oversee and coordinate the CEO's schedule to optimise their productivity, serving as a key point of contact and control for managing access to the CEO's calendar. Oversee and administer the Executive calendar, including organisation of Steering Committee meetings with Executives and Trustees Coordinate and attend Executive meetings, produce and distribute agendas, minutes and actions, and manage other procedural aspects relevant to Executive meetings. To prepare Board and Sub-Committee papers for the CEO and Executive Team as required. Responsibility for ensuring seamless communication and collaboration among crucial stakeholders engaged with the CEO and Executive Team. Offer administrative support, and aid to the CEO and Executive Team, ensuring adherence to and respect for the CEO and Executive Team's schedule. To proactively streamline processes to ensure that the CEO is being as effective as possible, including anticipating and advising the CEO on essential activities or relationships. To be responsible for keeping the CEO's files, projects and records organised and up to date. Trustees and Board
Supporting the Director of Governance and Operations to ensure the governance processes of the organisation are implemented and operate effectively and that there is precise and comprehensive reporting to The Access Project Board. Organising schedules for Executive and Trustee Board and Committee meetings, managing room reservations, identifying external venues when necessary, and coordinating all aspects of meeting arrangements. To create minutes and actions for Board and Sub-Committee meetings and share these with relevant stakeholders in a timely fashion. Support the development of trustee recruitment and manage and oversee the trustee induction programme. Monitoring and maintaining accurate records of Trustee contact details, service terms and attendance. To assist Trustees with travel arrangements and provide information for events and meetings. Governance
Develop and maintain effective information sharing systems for Executive Team and Board of Trustees including the Executive SharePoint site. Responsible for directly or through ensuring completion of the timely and accurate submission of all necessary reports to the Charity Commission and Companies House, maintaining compliance with regulatory requirements and fostering transparency in the organisation's financial and operational disclosures. To support the Director of Governance & Operations with the organisation's annual Governance review, using the principles of the Charity Governance Code as a guide. To support the Director of Governance and Operations with the process of managing the organisational risk register To be the organisational co-ordinator for keeping Executive policies and procedures up to date. Communications
To draft and distribute internal communications across the organisation as instructed by the CEO and Executive Team. To support the organisation of staff events and gatherings for The Access Project, including the formation of and participation in project teams as needed. General:
To operate with flexibility, proactively taking initiative and prioritising the organisation's requirements. To attend regular meetings with your line manager and CEO. To attend relevant training sessions as required. To travel with the CEO as agreed to provide general assistance, take notes, identify priorities and contribute where relevant. Any other reasonable duties as required by the Chair of Trustees, CEO or Director of Governance & Operations. Person Specification
Experience
Experience of working in a similar role. Experience of supporting Boards of Trustees. Experience line managing staff. Experience of writing meeting minutes Skills and Abilities
Ability to manage a heavy and varied workload. Ability to deal with a high level of ambiguity and utilise sound judgement maintaining confidentiality. Excellent prioritisation, organisational, time and resource management skills Excellent IT skills and ability to effectively use computer software packages i.e. Microsoft 365 Excellent interpersonal and communication skills, including the ability to build effective working relationships. Excellent problem-solving skills. A mature and flexible approach; excellent personal emotional intelligence and self-awareness, with an ability to work calmly under pressure. Ability to navigate and ensure compliance with regulatory bodies, such as the Charity Commission and Companies House. Flexible and adaptable, able to respond to ongoing change and lead others through change. Personal Qualities
A commitment to the mission and values of The Access Project, with a passion for making a positive impact through charitable initiatives. Other Requirements
Flexibility to travel occasionally to regional offices or project sites, as needed Availability to work outside regular office hours when required, demonstrating a commitment to the success of the organisation. This person specification is designed to give a broad overview of the qualifications, skills, and personal attributes expected of the ideal candidate for the Executive Assistant role at The Access Project. Benefits:
25 days annual leave p.a. (pro rata) plus Bank Holidays and Christmas closure. PerkBox - offering nationwide shopping discounts, gym memberships, holidays, learning and much more. Employee Assistance Programme, a 24-hour helpline for staff Online Medical assistance - access 24/7 to a qualified GP within minutes, with referrals and prescriptions available same-day. Interest-free travelcard loans Cyclescheme loans 3 paid Volunteering Days Employer's pensions contributions (3%) CPD options The Access Project welcomes requests for flexible working arrangements About the organisation
We believe that every young person should have the opportunity to fulfil their potential and make the most of their education. We're passionate about reducing the educational barriers our students face, helping them to pursue a career in their chosen field and follow their dreams.
Our mission is to support students from disadvantaged backgrounds to access top universities, through a unique combination of tuition and in-school mentoring. We work with them to make good applications, get the grades and transition to university.
The programme combats educational inequality and improves social mobility by raising students' grades and supporting them to understand the pathway to a top university. Students who receive support from our programme are more than twice as likely to attend top universities as statistically similar students, according to UCAS.
For more information about the job vacancy please visit The Access Project website.