Executive Coordinator to The Board and CEO Office

**About Migrant help**

Migrant Help is a leading charity that has been established for over 50 years and delivers a range of support and advice services to migrants across the UK. Our vision is for a global society that protects vulnerable migrants, treats them with respect andenables them to reach their full potential.

We are currently looking for an Executive Coordinator to Board and CEO Office on a Permanent Contract.

We place a high value on employees in relation to the work that they do and the benefits the organisation offers, with an ethos of being a Great Place to Work.

**These are some of the benefits we offer**:

- Flexibility and work life balance
- Enhanced family friendly provisions
- Additional holiday entitlements
- Perkbox benefits
- Non-contributory pension scheme

**The Role**:
Reporting to the Chief of Staff, the purpose of this role is to provide effective and efficient support to the Board of Trustees (BoT), CEO, Chief of Staff and Director of Asylum Services. You will provide a welcoming, professional environment for the relevantinternal and external stakeholders, organising and coordinating senior administrative activity and support special projects, as required.
The post-holder must be highly organised and enjoy working in an environment that is values-led and community orientated. The ideal individual will have the ability to exercise good judgement and use their initiative. The post-holder will have strong writtenand verbal communication, excellent administrative skills, demonstrable organisational skills and the ability to maintain a balance among multiple priorities. In addition, they will manage their own workload, anticipate future requirements and handle matterswith the upmost confidentiality, discretion and professionalism.

**Duties and responsibilities**
- ??Provide support with diary management and scheduling of key meetings, organising travel and expenses, depending on the preferences of the individual post holders
- Organise virtual and in-person meetings including preparing agendas, booking and setting up of meeting rooms, arranging refreshments, taking formal minutes for the Board, Committees and the Senior Management Team (SMT)
- Circulate minutes after meetings in a timely fashion and follow up on subsequent actions
- Prepare and distribute papers for meetings in advance, as required
- Maintain an up-to-date record of all required governance papers including statutory registers
- To maintain an electronic database of documents accessible to the Trustees
- Coordinate the recruitment and induction process of new trustees
- Handle internal and external queries
- Support SMT meetings - prepare agendas, distribute papers, minute-taking and technical help in preparing professional-looking documents
- Coordinate engagement activities between SMT and staff e.g. Coffee with Colleagues, monthly Q&A with staff and Twinning. Working with the Communications team as required.
- Manage presentation and appearance of the management office space with the support of the Facilities Manager
- Work closely with other EAs as required, providing cover where required

**Support to the Director of Asylum Services**
- Assist with travel and expenses administration
- Organise external and internal meetings (booking rooms, arranging refreshments, attendee list)
- Minuting Quality of Service Committee and key external meeting

**General/Project Management**
- Complete desk-based research, and manage special projects as required
- Attend events and meetings that are at times organised outside of normal working hours. The post holder will be expected to attend Board and Committee meetings in person or virtually, as required. Also, overnight stay on occasion (max. 1 to 2 times a year)
- Contribute to the overall success of the organisation in accordance with Migrant Help aims, values, objectives and strategy
- Promote equality, diversity and Migrant Help values in all actions and activities
- Demonstrate behaviors required of senior Executive’s support team
- Complete ad hoc duties, as deemed reasonable
- Act as budget holder and authoriser of spend for stationary supplies

Migrant Help is committed to safeguarding those we provide a service to, applicants will have to undergo strict vetting procedures throughout different stages of the recruitment process.

**Special Requirements**:

- Reference and Identity checks including Right to Work in the UK
- Counter Terrorist Check (CTC)

**The applicant must**:

- Be able to provide documents to show their right to work in the UK ie valid passport or other right to work documents such as work visa, settled status document, certificate of registration, naturalization as a British citizen, Biometric Residence Permitetc.
- Provide full employment history for the previous 3 years and/or suitable documentation to cover any gaps in employment

?