Executive Assistant and Trustee Liaison Officer

Join us in our efforts to end extreme poverty, whatever it takes.

A fantastic opportunity has arisen for a highly organised Executive and Governance Support Officer to join Concern Worldwide (UK) on a full time permanent basis.

About us

Concern Worldwide is a non-governmental, international humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. Our mission is to transform the lives of people living in extreme poverty.  We work with 25 million people each year, in some of the hardest to reach and most fragile places. Places prone to conflict, natural disasters, climate change and extreme hunger.

About the Role

Would you enjoy working in a fast paced environment coordinating projects and work flow to support Concern UK’s leadership in their delivery of strategic goals?  We are looking for someone who has the ability to build relationships with our Senior Management Team in the UK and Dublin offices, with our Board of Trustees and amongst staff.

You will come with a proven skillset in your ability to organise, manage and prioritise work, maintaining confidentiality at all times with a strong command of written and verbal English together with excellent skills across the Microsoft Suite.  If this role resonates with you, we look forward to receiving your application.
Previous experience in a similar role in the charity sector is desirable together with governance experience and an interest in international development and humanitarian response.

About You:

The ideal candidate will have proven experience preparing agendas, preparing papers and reports, minute taking, action follow ups.  You will independently prioritise and plan a busy workload and have excellent interpersonal skills with the ability to communicate with a wide range of people and build strong internal and external working relationships. You will have excellent written English and the ability to produce accurate work to a high standard and pay attention to detail. The successful post holder will be proactive and demonstrated understanding of the importance of maintaining confidentiality at all times.

Main duties & Responsibilities:

Executive Assistant to the Executive Director

• Provide effective diary support & inbox management for the Executive Director
• Ensure the Executive Director is well prepared and able to execute their role effectively through support on briefings
• Prepare expense claims for the Executive Director

Trustee Liaison

• In conjunction with the Executive Director, coordinate meetings for the Board, Audit and Finance Committee, Fundraising Committee, and Governance and Nomination Committee.
• In conjunction with Director Northern Ireland, coordinate CNI Board meetings
• Take responsibility for Trustee communications including the preparation, editing and dispatch of Board Papers, production of meeting minutes and recording action points. Produce and maintain rolling agendas.
• Track and update actions on governance issues for both Boards, i.e. signing of documents and declarations, producing letters of appointment, preparing Board papers on Trustee Issues and keeping the website updated.
• Control of Trustee information regarding GDPR and compliance standards
• Responsible for personal data collection and support for recruitment and induction process for new Trustees

Support to SMT and ELT

• Co-ordinate SMT meetings; produce and update rolling agenda, prepare monthly agendas, circulate papers, coordinate presentations and maintain action logs.
• Ensure the availability of clear and accurate minutes of Board, SMT, ELT and other meetings where relevant. Ensure they are properly approved and filed.
• Coordinate Board and SMT Away Days
• Monitor and remind ED and SMT of key moments, deadlines and important tasks.
• Assist with collating information, editing and preparation of papers and presentations.
• Organise UK and international travel arrangements for SMT and board members on request.
• Prepare expense claims for Trustees.

Executive Support for the Organisation

• In consultation with the ELT, coordinate the timetable and logistics for all staff briefings.
• On an ad hoc basis, support SMT members in organising events and consultancies.
• On an ad hoc basis, support cross-organisational projects led by SMT members including documentation, planning and organising.
• Support the Compliance Officer with approved and final policies and other documents.
• Management London Info e-mail inbox

About our office:

Concern is currently trialling a hybrid model. Staff are expected to come into their base office once per week or the monthly equivalent i.e. 4 times per month. Staff are also able to flex their start and finish times between the hours of 7am to 7pm daily.

Please upload your CV and cover letter by 12th January 2025.

All candidates who are short-listed for an interview will be notified via email after the application deadline.

Candidates must be legally entitled to work in the UK at the time of application.

Concern reserves the right to close this role before the deadline.

The successful post holder will be required to complete a criminal records self-declaration form and complete a basic DBS check.

Location: London / Hybrid
Contract Type: Permanent
Hours: Full time
Salary: £37,602 - £41,780

You may also have experience in the following: : Executive Assistant; Executive Coordinator; Executive Office Manager; Executive office coordinator, Project Management, Partnerships; Engagement, Personal Assistant   Project Support, Project Assistant, Project Coordinator, Project Administrator, Project Management, Business support Admin, Project Compliance, Trustee support, Trustee Liaison, Business Support Officer, Operations Coordinator, Senior Executive Assistant, Executive Support

REF-218 768