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Executive Assistant

3 months ago

York, United Kingdom With You Full time

Job Description

This is a remote role based from home - this position is full time and fixed term until May 2025. Please note that this role may close early should sufficient applications be received, so early application is advised. All applicants need to submit a CV and covering letter on why you should be considered for this role. 

We’re recruiting an experienced Executive Assistant to join our Central Services team, working with our New Business & Contract Retention directorate. If you are looking to join a values driven, forward thinking charity and have the passion and expertise to support our Executive Leadership team at With You, we want to hear from you.

WithYou is a drug, alcohol and mental health charity employing over 1,600 staff. With over 80 services across England and Scotland, we provide support and advice without judgement to more than 100,000 people a year. 

Reporting into the Executive Director for Governance and Corporate Services, you will work to ensure that With You’s Executive and Senior Leadership Team are supported through excellent administrative, organisational and communication skills. Your skills and knowledge will allow you to proactively take ownership and identify individual responsibility to coordinate, lead or manage diaries, mailboxes, projects and processes. By effectively delivering these tasks and accurately anticipating the Executives requirements you will be allowing them to focus on carrying out their responsibilities to deliver on the organisation’s mission and strategic objectives. 

This will include:

Supporting members of the Executive, to ensure all administrative tasks are managed adequately, so that they are freed of admin workload. Particularly, you will be working with the senior management of the New Business & Contract Retention team, although a degree of flexibility will be required to support other central business functions and/or occasionally cover absences of other EAs in the team. Scheduling and preparing documentation (agendas, action logs) and presentations for Executive, SLT and other key senior management meetings within the organisation (as instructed). Supporting the directorate in the delivery of projects, taking charge of your own project action lists (on an ad-hoc basis) and reporting back to relevant senior management. Coordinating travel and accommodation across the UK in line with organisational budgets and in line with policies and procedures, as well as ensuring effective use of corporate tools available to carry out these tasks e.g. Agiito (accommodation), or Trainline (railway travel). Managing email inboxes and responding to messages as required. Ensuring all meetings managed as part of your remit are minuted in line with internal and external governance requirements and maintain appropriate records, and follow up on the delivery of actions in a timely manner. Communicating confidently and proactively at all levels, and maintaining, where necessary, a high level of discretion and sensitivity.  Adapting and improving administrative processes in order to enhance the agility of the organisation and the Executive and Senior Leadership Team. Anticipate requirements and proactively gather information to support the Executive and Senior Leadership Team in carrying out their responsibilities. Liaise with candidates, including arranging interviews, ensuring the interviewing panel have all the necessary information ahead of time and following up on pre-employment due diligence. Supporting with event coordination; managing all aspects such as logistics, attendance lists and budgets, invites and relevant literature etc. You may represent the Executive and Senior Leadership Team of With You - the ability to demonstrate the highest standards of integrity, confidentiality and reliability is essential. 

Required Skills

To apply for this position, you should have demonstrable experience in a similar role, including working at Executive and Board level. You should also have exceptional prioritisation and organisation abilities, including forward planning and critical thinking to mitigate problems with good working knowledge and experience of creating presentation slide decks.

We are looking for an individual with exceptional anticipation and organisational skills - you will be someone who enjoys working with a wide range of stakeholders, whilst ensuring you maintain tact, diplomacy and resilience. You will be confident when dealing with a variety of tasks, including those requiring discretion and critical thinking to mitigate issues.

It is important that you have the ability to understand and produce reports, as well as exemplary communication skills. This is the ideal role for someone who loves to organise, wants a challenge and likes to stay busy You’ll be working with a supportive, service-focused team, who will welcome your expertise and enthusiasm for getting things done.


About The Company

We Are With You.

#IND LP


Benefits

Competitive salary 28 days annual leave, plus bank holidays  An extra day off for your birthday or a special occasion of your choice 2 days paid volunteer leave per year Auto-enrollment into We Are With You’s pension scheme Access to a Blue Light Card - giving you great savings on big high-street and online brands Flexible working opportunities and access to a range of services and resources to support you with your wellbeing We have an excellent Refer a Friend scheme which offers you a £500 bonus for any recommendations, any role Our scheme allows you to recommend your friends and family to work with us and earn a £500 bonus payment for every successful referral you make. Please note, the Refer a Friend scheme is only applicable if your recommended friend completes their 6 months probation period

Should you be successful in your application, you will be required to provide 3 years' worth of references and where applicable, will need to undergo an enhanced DBS check.