Executive Assistant to CEO

2 weeks ago

Newbury, United Kingdom Charlie Waller Trust Full time

**Executive Assistant to the Chief Executive**

**Location**:The role is based at the Trust’s office in West Berkshire although our flexible working policy offers a blend of home and office-based working

**Accountable to**:CEO

**Start date**:As soon as possible

**Hours of work**:35 hours per week, Monday to Friday, permanent, with flexible and hybrid working arrangements available. There is the requirement to attend evening meetings every twelve weeks, in Central London or via video conference, for which there will be time off in lieu. You may also occasionally need to attend other off-site meetings during office hours.

**Salary range**:£21,000 - £25,000, depending on experience

**Purpose**

To support the CEO and senior team in expanding the Trust’s reach and impact and realising the Trust’s vision of making a positive difference to young people’s mental health.

**About the role**

The role of Executive Assistant is an interesting and important position at the trust with a varied workload supporting our CEO, servicing meetings of our Board of Trustees and providing comprehensive administrative support.

You will need to be confident in dealing with the charity’s supporters, both over the telephone and face to face. We have a small office team, and the successful applicant will need to be a flexible team player and happy to undertake tasks across the charity that fall outside of the role’s main remit, as and when required.

We’re looking for a conscientious and professional person with excellent organisational and IT skills, a proactive approach and team spirit. You will manage a varied workload, prioritising tasks as necessary, and will be comfortable communicating with a wide range of people at all levels.

**About us**

The Charlie Waller Trust was set up by the Waller family in 1997 in response to the loss of their son and brother Charlie who tragically took his own life whilst suffering from depression.

We have since become one of the UK’s most respected mental health charities. Our overarching mission is to educate young people and those with responsibility for them - so parents and carers, teachers, college and university staff and employers - about their mental health and wellbeing.

**About our team**

The Charlie Waller Trust is a great place to work with a small, employed team and over 40 freelance mental health trainers, speakers and experts. We care about mental health and wellbeing in our team and have a positive, enabling workplace culture. Our values drive our work:

- **Warm**: Positive personal connections are central to mental health; we aim to reflect that in all our relationships with beneficiaries, supporters, staff and volunteers.
- **Empowering**: We support all those we work with, and who work for us, to use their minds, hearts, energy and creativity to fulfil their potential.
- **Collaborative**: Partnership and cooperation are at the core of our work; we seek the views of those we wish to support and aim to put them at the centre of our activity.
- **Compassionate**: We recognise vulnerability in ourselves and others, especially where there is more than one reason people may be vulnerable to mental health problems, discrimination, or inequality.
- **Open**: We believe in being honest about the way we work, our aspirations and where we need to improve; openness and good communication are key to good mental health.

**Key responsibilities**

Strategic support for CEO
- Act as the first point of contact for phone calls, enquiries, and requests to the CEO, handling them as appropriate.
- Manage the CEO’s diary on an ongoing basis to ensure it continuously reflects current priorities and respond to emerging needs.
- Support the CEO in preparing for meetings - through both written and oral briefings - ensuring communication of key headlines to relevant team members.
- Manage CEO logistics, including travel arrangements, venue booking and processing expenses.
- Undertake fact-finding for projects and present information clearly and concisely.
- Provide administrative support to the CEO and managers in implementing all aspects of the Trust’s charitable objectives.
- Support on the delivery of cross-organisational projects, focusing on topics such as team development; ways of working; culture and values.
- Project manage key cross-organisational events, ensuring timely input from all relevant team members.

Board Support
- Manage production of board papers, including support with coordinating them, and ensuring timely input from across the different teams.
- Plan and coordinate trustee and committee meetings, including supporting the CEO and Chair to set agendas, booking of venues and ongoing communication with all Trustees.
- Take, write and distribute meeting minutes and ensure timely follow-up on any actions.
- Organise and coordinate Trustee engagement events, e.g. social dinners and school visits.
- Manage correspondence between CEO and external stakeholde

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