Executive Assistant to the Leadership Team

Job Description

As our Executive Assistant to the Leadership Team, you’ll play a crucial role in ensuring the smooth operation of our office space and supporting our team members in delivering our mission throughout the UK. From operational tasks to facilities management and beyond, you’ll be the heart of our organisation, fostering a positive and productive work environment for all.

Key Responsibilities

Administrative Excellence:

• Provide top-notch administrative support, including managing correspondence, scheduling meetings, and handling phone calls.
• Keep our operations organised and efficient, ensuring that all tasks are completed promptly and accurately.

Office and resources management:

• Take charge of our office environment, ensuring it’s a welcoming and functional space for our team.
• Act as main ‘key holder’ for our London Office being available to open and close the office for members of the team and partners who don’t have a key and responding to any emergencies that arise.
• Oversee supplies, equipment, and office maintenance, coordinating repairs and services as needed.
• Assist our remote team members in organising their work environments with safety and efficiency in mind.
• Lead on any improvements to our office space to foster the best working environment possible.

Operational 'Go-To':

• Keep our day-to-day operations running smoothly by providing general operational support and liaising with stakeholders.
• Be the go-to person for resolving operational issues and ensuring our team can focus on their core responsibilities.

People Person:

• Provide administrative and operational support to our Leadership Team to help them to thrive in their roles and focus on their key responsibilities.
• Support the Leadership Team on an ongoing basis with projects as they arise.
• Support our team members throughout their journey with us, from recruitment and onboarding to managing employee records and benefits.
• Foster a positive and supportive work culture by providing assistance and guidance as needed. Cultivate strong relationships with external partners and service providers, negotiating contracts and monitoring service quality.
• Ensure that we're getting the best value for our investments and maintaining positive vendor relationships.

Financial Stewardship:

• Assist with budgeting, expense tracking, and financial reporting to ensure our resources are managed wisely.
• Support with the maintenance of accurate financial records and help balance our accounts to support our financial sustainability.

Safety Champion:

• Create a safe and healthy work environment by implementing and enforcing office policies and procedures.
• Coordinate emergency preparedness plans and ensure compliance with health and safety regulations.

Tech Savvy Support:

• Work with our external IT support to ensure that, any troubleshooting or technical issues are dealt with promptly.
• Keep our technology running smoothly to support our team's productivity and connectivity.

Event Extraordinaire:

• Plan and coordinate team events and gatherings, creating opportunities for connection and celebration among our team.
• Manage invitations, RSVPs, and logistics to ensure successful and memorable events.

Communication Flair:

• Serve as the hub of communication for our team, disseminating information and facilitating meetings as needed.
• Keep everyone informed and engaged through clear and effective communication.

Policy Advocate:

• Ensure that our policies and procedures are more than just words on paper, but living principles that guide our work every day.
• Promote compliance with organisational standards to create a culture of efficiency, productivity, and positivity.

Values Role Model:

• Lead by example, embodying the core values of Diversity Role Models in all interactions and decisions.
• Demonstrate a deep commitment to diversity, inclusion, and compassion, inspiring others to do the same.

Flexibility and Collaboration: While the accountabilities outlined above are important, we understand that flexibility is key in a dynamic work environment. We’re a close-knit team, and we're always ready to pitch in and support each other wherever needed.

Qualifications

• Proven experience in office management, senior operations or executive assistant roles.
• Excellent organisational and multitasking skills, with the ability to prioritise tasks and meet deadlines in a fast-paced environment.
• Strong communication and interpersonal skills, with the ability to interact professionally with team members and external partners.
• Attention to detail and accuracy in completing administrative tasks, such as managing correspondence, scheduling meetings, and maintaining records.
• Experience with facilities management, including overseeing office supplies, equipment, and maintenance services.
• Familiarity with financial management processes, including budgeting, expense tracking, and financial reporting.
• Proficiency in IT support, including troubleshooting technical issues and coordinating software installations.
• Ability to work independently and as part of a team, demonstrating initiative and flexibility in responding to changing needs and priorities.
• Commitment to diversity, inclusion, and social impact, with a passion for promoting positive change in the education sector.

About Diversity Role Models

Diversity Role Models is a dynamic charity whose vision is a world where everyone embraces diversity and can thrive. Our mission is to end bullying based on sexual orientation and gender identity in schools and promote understanding and acceptance of broader individual differences. Collaboratively, we’re determined to create inclusive learning environments where young people know they are valued and supported, regardless of their differences.

Our experienced team of educators and inspiring volunteer Role Models deliver in-person and online workshops for students in schools and colleges. Using pioneering educational content underpinned by the power of storytelling, we speak openly about lived experiences of difference and bullying. Our volunteer Role Models are at the heart of our delivery. They share their journeys towards living happy and fulfilling lives to inspire others.

Since our formation in 2011, we have worked directly with 1,000+ schools in the UK. We have delivered workshops to 200,000+ young people and trained 24,000+ school staff members.

Colleague Benefits

• Generous annual leave allowance
• Employer's contributory pension scheme
• Employee Assistance Program
• Smart health private GP appointment system
• Life insurance/long-term sickness cover
• Retail discount portal
• Two paid volunteering days annually
• Flexible working arrangements to support work/life balance
• Informal dress code
• Central London office location in Soho

Equal Opportunities

Diversity Role Models is dedicated to promoting diversity, inclusion, and equality in all aspects of our work. We believe that embracing individual differences enriches our organisation and enhances our ability to achieve our mission.

We are committed to creating a workplace where all employees, volunteers, and stakeholders feel valued, respected, and empowered to contribute their unique perspectives. Discrimination or harassment of any kind, including but not limited to race, ethnicity, gender identity, age, sexual orientation, disability, religion, or any other protected characteristic, will not be tolerated.

In line with our values, we actively encourage applications from individuals of all backgrounds and identities. We believe that diversity strengthens our team and enables us to better serve the communities we work with.

We are committed to ensuring that our recruitment processes are fair, transparent, and accessible to all. Reasonable adjustments will be provided to candidates with disabilities throughout the recruitment process upon request.

As an organisation, we continuously strive to foster an inclusive culture that celebrates diversity and empowers everyone to reach their full potential. We welcome feedback on how we can further improve our practices to better support equality of opportunity for all.

By joining Diversity Role Models, you are joining a community that values diversity, promotes inclusivity, and is dedicated to creating positive change in the world.

Join Us in Making a Difference

If you're ready to roll up your sleeves and play a vital role in our team's success, we want to hear from you Join us in creating a supportive and thriving workplace where everyone can reach their full potential. Together, we'll create positive change and empower the next generation to embrace diversity and thrive. Apply now and be part of something truly meaningful