Executive Assistant And Office Manager

About us

The Tudor Trust is a grant-making organisation with a long-standing commitment to funding smaller, grassroots organisations. With an endowment of around £220m, our annual commitment to grants has averaged £20 million.  We are winding down our current grant-making strategy, and are reevaluating and developing a new strategy centred around racial, social and economic justice.

In tandem with our strategy review, we are undergoing a comprehensive change process, which includes refreshing our Board and rebuilding our staff team. This transformation extends to the redevelopment of our internal people culture policies and practices with Justice, Equity, Diversity and Inclusion at its heart. 

About the role

As the Executive Assistant and Operations Manager at Tudor Trust you will be pivotal in ensuring the smooth operation and effective management of both administrative and operational functions within the organisation.

With a focus on providing comprehensive support to the Board and CEO, the role encompasses a diverse range of responsibilities, including executive assistance, operations management, HR administration, and financial support.

Key Responsibilities

 Board and CEO Support

• Provide comprehensive administrative support to the CEO, Chair of the Board and Trustees, including proactively managing calendars, scheduling meetings, and handling travel arrangements.
• Assist in the preparation of reports, presentations, and correspondence.
• Attending meetings for notetaking, to capture actions for next steps.
• Assist in organising events, workshops, and training sessions.
• Coordinate logistics, invitations, and follow-up activities for meetings, and in particular, board and committee meetings.

 Operations Management

• Oversee the day-to-day operations of the organisation, including facilities management, office supplies procurement, and equipment maintenance.
• Develop and implement efficient processes and procedures to enhance operational effectiveness and streamline workflows.
• Coordinate with suppliers, contractors, and service providers to ensure smooth operations and timely resolution of any issues.
• Ensure compliance with relevant regulations, policies, and procedures related to health and safety, data protection, and organisational governance.
• Support the review and planning of opening up the use of the building to external stakeholders for social and creative purpose.
• Handle general administrative tasks such as managing office supplies and maintaining SharePoint.

HR and People Administration

• Assist with recruitment processes, including posting job advertisements, scheduling interviews, and candidate communication.
• Coordinate employee onboarding and induction programs, ensuring a smooth transition for new hires.
• Maintain accurate and up-to-date employee records, including personal information, employment contracts, annual leave and sickness absences.
• Support the organisation in implementing policy changes and fostering a positive people culture, addressing routine employee inquiries and offering guidance as needed.
• Liaise with our outsourced HR provider to ensure our HR documentation and records, including employee contracts, policies, staff handbook and compliance requirements are kept up to date.

Financial Administration

• Assist with basic financial tasks, including processing invoices, expense reports, and reimbursements.
• Review all our insurances and support the Head of Resources with the administration of the charity’s bank accounts.

As our organisational change initiatives progress, the EA & Operations Manager role will evolve, facilitated and managed by ongoing reviews conducted in collaboration with the Head of Finance and Resources.

Person Specification

Skills, Experience and Knowledge

• Experience as an Executive Assistant or Administrator.
• Experience in coordinating with suppliers, contractors, and service providers to maintain smooth operations and address any operational issues promptly and effectively.
• Proactive and detail-oriented, with the ability to anticipate and address the CEO's needs
• Forward thinking, organisational and project management skills
• Organisational skills and the ability to effectively manage multiple tasks and priorities.
• Proficiency using Microsoft 365 tools, including PowerPoint, excel, SharePoint and teams,
• Communication and interpersonal skills, with the ability to interact with stakeholders at all levels within the organisation.
• Understanding of best practices in operations administration, including facilities management, procurement, and health and safety regulations.
• Discretion and ability to handle confidential information.
• Knowledge of / interest or understanding of Justice, Equity, Diversity, Inclusion and Belonging.

At Tudor Trust, we value and celebrate the differences that make us who we are. We respect the unique differences that each individual brings to the table, whether it's age, cultural heritage, disability and mental health, ethnicity, race, gender, gender identity and expression, sexual orientation, or social background.

Tudor Trust is fully committed to equity, diversity and inclusion in our sector. We want this to be reflected in the diversity of the people who work for us and we are particularly interested in applications from people from all backgrounds.