Part-time Executive Assistant (HYBRID)

The Executive Assistant to the Board & Office Manager plays a central role in ensuring the smooth and efficient operation of the organisation. This position provides high-level support to the Board of Directors and senior leadership, manages day-to-day office administration, and coordinates governance, HR, and project requirements. The role requires strong organisation, discretion, attention to detail, and the ability to manage multiple priorities.

THIS ROLE IS 22.5HRS PER WEEK, TUES-THURS - HYBRID WORKING AVAILABLE

Key Responsibilities

Board & Meeting Coordination
• Organise and schedule Board and Committee meetings, including annual and ad-hoc sessions.
• Prepare and distribute agendas, briefing packs, and Board papers.
• Record and prepare accurate minutes of meetings, ensuring timely circulation and follow-up on action items.
• Coordinate all meeting logistics, including room bookings, technology requirements, catering, and attendee arrangements.
• Maintain Board calendars, contact lists, and governance documentation.

Office & Administrative Support
• Support the coordination of company administrative requirements, ensuring all key dates, obligations, and compliance deadlines are tracked and met.
• Maintain accurate records of company documentation, policies, and certificates (e.g., insurance, supplier contracts, compliance records).
• Assist with insurance administration, including collecting renewal information, liaising with providers, and maintaining coverage details.
• Prepare and update internal registers, renewal calendars, and compliance trackers.
• Support the completion and filing of routine statutory or regulatory documents under the guidance of management or external advisors.
• Ensure all documentation is stored securely and in line with company data and confidentiality policies.
• Provide HR coordination, including tracking annual leave and sick leave.
• Support office finance and procurement tasks, including processing purchase orders, invoices, and reimbursements.

Project & Task Coordination
• Support small-scale projects, monitoring timelines, milestones, and deliverables.
• Collaborate with internal teams and stakeholders to progress actions, resolve issues and meet deadlines.
• Provide administrative and coordination support for cross-functional initiatives.

Diary Management
• Manage complex executive calendars, coordinating meetings, travel and priorities to ensure optimal use of time.
• Anticipate and resolve scheduling conflicts proactively.
• Prepare daily and weekly briefings outlining key meetings, deadlines, and follow-ups.
• Coordinate recurring internal meetings, including leadership and departmental sessions.
• Arrange travel, accommodation, itineraries, and related logistics.
• Prepare, submit, and track expense claims for executive travel and business costs.

Skills & Attributes
• Highly organised, proactive, and able to manage competing priorities.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• High level of discretion, professionalism, and confidentiality.
• Confident working independently and taking initiative.
• Strong interpersonal skills with the ability to build effective working relationships.
• Proficient in Microsoft Office, Google Workspace, and basic IT coordination.

Experience & Qualifications
• Experience in executive support, office management, or administrative coordination essential.
• Strong organisational, communication, and document-management skills.
• Familiarity with governance processes or working with Boards (desirable).
• Experience with HR or compliance administration (desirable).
• Experience with insurance administration preferred

If you have the required skills & experience, are looking for a part-time position with hybrid working - this could be your perfect role. Please get in touch ASAP.

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