Executive/Personal Assistant to the CEO & COO

Executive/Personal Assistant to the CEO & COO

Part Time

We’re looking for our next amazing Team Member to join the TPF family!

We have an exciting and rare opportunity to join our Executive Hub as Executive/Personal Assistant to the CEO and Founder & Chief Operating Officer on a partial job share basis. We are a small business working in the charity sector, employing 30 members of our central administration team based in the Hertfordshire/Bedfordshire border, along with 50 field based staff.

This role will be pivotal within the Executive Hub, providing invaluable support to our CEO and Founder as well as our Chief Operating Officer allowing them to advance the company goals and initiatives. You will be a strong communicator with excellent interpersonal skills and the ability to exercise discretion whilst evaluating the needs of the business. You will be confident, yet professional in your approach, representing the company in a proficient manner. The first point of contact for internal and external stakeholders on all matters pertaining to the CEO and Founder and the COO.

You will be a perfectionist with meticulous attention to detail, able to communicate both verbally and in writing to the highest possible standard, with modest experience but a keen interest in marketing, you will be  a brand ambassador for our business, always demonstrating the utmost integrity and confidentiality. A “Hidden Hero” to the Senior Leadership Team, ensuring accurate communication to each member, and the ability to cascade relevant information to other stakeholders within the business.

Together with  the Principal Executive Assistant to the CEO you will be happy to embrace flexibility around the working day to ensure the requirements of this fast paced, multi-tasking role are fulfilled. Unafraid to turn your hand to anything whether that be a quotidian task or something unique. Always thinking ahead to the moments you cannot be in two places at once and creating a synergy that offers the strongest of foundations to the business. 

Working 3 days a week  in a flexible  pattern opposite the Principal EA you will be an advocate for our business you will live our seven values - In everything I do, I will: Foster Positivity, Build Relationships, Consider Others, Challenge Myself, Look Forwards, Bring Solutions and Take Pride.

Key Duties:

• Inbox management, including replying to emails on behalf of the CEO, drawing away any pertinent information for escalation. 
• Diary management, including the scheduling of meetings and ensuring any relevant documentation is prepared in advance. 
• Supporting the CEO and COO within a fast paced agile environment
• Prepare tender responses, coordinating internal stakeholders to ensure submission deadlines are met and presentation material is prepared for subsequent tender interviews.  
• Prepare and edit client contracts to the highest administrative level, supporting the negotiation of terms and  serving as the main liaison with client procurement teams. 
• A key articulate communicator between all members of the Senior Leadership Team, along with other members of the central administration team on behalf of the CEO and Founder, extending this to our client base where appropriate.
• Prepare, schedule and manage all communication, logistics and materials for all Board and Leadership meetings including agenda circulation and meeting packs. Produce accurate minutes and manage the subsequent actions including the delegation and follow through of tasks.
• Organise and implement all company event management, providing all aspects from space requirements and budgets to guest speakers and catering. Ensuring all relevant resources are in place for a streamlined and efficient event.
• Oversee all aspects of inventory, facilities & office management including the ordering of office supplies, ensuring an engaging and enjoyable working environment as well as landlord and external vendor communication.
• A dependable support function for the CEO and Founder, including the running of personal errands on an ad hoc basis as well as completing personal administration tasks whilst ensuring the utmost confidentiality and professionalism on both a personal and business level.
• Collate any domestic travel arrangements for the CEO, COO and other senior stakeholders within the business, right through to the arrangement of expense reimbursement for the CEO
• Lead, create and implement marketing campaigns through the website, all social media and through email marketing alongside the drafting of presentations and newsletters
• Own all Records Management including all governance records and regulatory findings. Keeping up to date, accurate recordings of all ISO certifications as well as our Membership to the Chartered Institute of Fundraising and the Gambling Commission 

Person Specific

Essential

• Experience within a PA/ Executive Assistant capacity is essential.
• Excellent written and verbal communication and vocabulary with a high degree of presentation and grammatical accuracy.
• IT literate and tech savvy.
• Flexibility is key in this role, you must be able to adapt your working day to the fluidity of the business, no two days are the same.
• A hands on approach, committed to the ordinary tasks and excited by the extraordinary tasks
• High standards of personal presentation, with an exceptional eye for detail.
• Confidentiality will be integral in this role, trust is invaluable and will need to be nurtured throughout the contract term.

Benefits Package 

Financial Security 

 

• Salary of  £40,000 - £43,000 FTE per annum (depending on experience)
• Employer pension contributions 
• Enhanced sick pay 
• Family friendly policies with enhanced pay elements 

• 22 days holiday pro rata (not including bank holidays) increasing to 27 days upon length of service 

Health & Wellbeing Support 

 

• Beautiful countryside office location with free parking and shower facilities, perfect if you fancy walking, running, or cycling to work 
• Employee Assistance Programme, including access to mental health and wellbeing tools, discounts, training and more! 
• Mental Health First Aiders 

• Free flu vaccination vouchers every winter 
• Office Library and book-club 
• Personable and friendly company with a dedicated and hardworking team and vibrant culture.

 

 

Recognition & Career Development 

 

• Long service awards 

• Learning, career development and training opportunities, including Lunch and Learns. 
• Referral Scheme ‘Friend with Benefits’, and monetary rewards for recommending someone who starts with us. 
• IDEA (Inclusion, Diversity, Equity and Access) Awareness Months, including signposting and training 

 

Personal Experiences  

 

• Paid time off for your Birthday! 

• Paid time off for Christmas shutdown 
• Birthday, Wedding, and New Baby gifts 
• Seasonal gifts and celebrations, including Christmas Party 

 

Contract Terms

• This is a job share role over 3 days per week.
• 22.5 hours per week
• Tuesday and Friday plus 1 other day to be agreed, with flexibility.
• Fully office-based role.
• The probation period for this role is 12 weeks.

 

At The Professional Fundraiser, we know that our diversity makes us stronger, and we’re committed to creating a diverse and inclusive environment where our people can thrive and be their best every day.  If you’ve got the personality, drive, experience, and passion, that’s all we care about, and we’re proud that every individual in our business is valued and cherished equally. We’re particularly interested in receiving applications from people from marginalised ethnicities for this role. 

Application Timeline:

 

Application Deadline  - Midday 20th March 2025

1st stage virtual Interviews - Wednesday 26th March 2025

Final stage face to face interviews - Tuesday 1st April 2025

Start Date : ASAP