Executive Assistant to The Chairman

**ROLE: Executive Assistant to the Chairman**

**BENEFITS**

**Salary**:£35,000 - £40,000 per annum (dependent on experience)

**Hours of duty**:40 hours per week

**Responsible to**: Chairman

**Location**:Bolton Office

**Annual leave**:28 days per year

**THE ORGANISATION**

Established in 2001, Ummah Welfare Trust is a UK-based international relief and development charity. Inspired by the Islamic teachings of empathy, generosity and selflessness, the trust aims to alleviate poverty and suffering across the world, and also ensuring that the rights of those who are neglected and oppressed are fulfilled by providing sustainable development solutions relating to shelter, education, health, and spiritual wellbeing.

Knowing that we are all ultimately accountable to the Almighty, the charity strives to maintain transparency and accountability, and as such the charity also has a full and transparent audit trail from the donor to the beneficiary.

**THE ROLE**

UWT are searching for an Executive Assistant to provide high level confidential support to the Chairman by providing a full secretarial and administrative service. Ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively.

**OVERALL DUTIES**

**Executive Support**:

- Assist the Chairman in managing schedules, appointments, and communications.
- Prioritise inquiries and requests while troubleshooting potential conflicts with little guidance.

**Administrative Functions**:

- Manage and maintain executive calendars, ensuring accurate and up-to-date scheduling.
- Coordinate travel arrangements, accommodations, and itineraries for the Chairman.
- Prepare and submit expense reports, tracking receipts and reimbursements.

**Communication Liaison**:

- Act as a liaison between the Chairman and internal/external stakeholders.
- Draft, proofread, and edit agenda, correspondence, minutes, briefings, presentations, reports, and other documents.
- Screen phone calls and handle inquiries with professionalism and discretion.

**Project Coordination**:

- Support the Chairman in the execution of special projects and initiatives.
- To attend meetings and take accurate minutes, note action points and follow-up within specified deadlines;
- Collaborate with various departments to gather information and facilitate project progress.
- Ensure deadlines are met and project objectives are achieved.

**Data Management**:

- Maintain confidential and sensitive information with the utmost discretion.
- Organise and manage documents, files, and records for easy retrieval.

**Governance**:

- Maintain and manage the schedule of all regulatory filings and communications, including with the charity commission and companies house and other regulatory bodies;
- Preparing corporate documents;
- Maintain a central register of all approved organisational policies and procedures, ensuring version control, and manage the rolling schedule of required updates and re-approvals.
- Maintain an electronic filing system, to ensure confidential and sensitive files/information are appropriately filed and compliant with governance procedures as necessary.

**PERSON SPECIFICATION**

**Qualifications**
- Educated to A level, NVQ level 3 or equivalent (Essential)
- Islamic Studies graduate (Desirable)
- High proficiency in verbal and written communication in English, Arabic and Urdu (Essential)
- Qualified or trained in any of the following: business administration, human resources, health & safety, facilities management (Desirable)

**Experience**
- Demonstrable experience of administrative support at executive level (Essential)
- Experience of managing meeting including formal minute taking (Essential)
- Experience of providing governance support (Essential)
- Experienced in working with people at all levels in an organisation (Essential)
- Experience of line management of staff (Essential)
- Portfolio-programme-project management experience (Desirable)
- Experience of financial management (budgets, cashflows etc.) (Desirable)
- Experience of implementing strategic and operational plans, and of using strategic plans to set business and operational objectives (Desirable)

**Skills/Abilities**
- Very organised, with excellent time management skills (Essential)
- Ability to prioritise work/competing priorities in a busy and changing work environment under high pressure (Essential)
- Good interpersonal skills with ability to form effective working relationships with people at all levels (Essential)
- Excellent verbal and written communication skills (Essential)
- Ability to handle confidential information with discretion. (Essential)
- Strong data entry, note taking and record keeping skills (Essential)
- Positive attitude when working individually and with others, with an adaptable and flexible working style (Essential)
- Pro-active approach to work and problem solving, with the ability to identify and address issues before or as they occur (E