Executive Assistant - Maternity cover

Climate Outreach is seeking an Executive Assistant for maternity cover in Oxford, UK. Responsibilities include managing the CEO's diary, supporting the leadership team, ensuring compliance, and coordinating board meetings. The role requires excellent stakeholder management skills and experience in a fast-paced environment. The assistant will also handle company secretarial duties and maintain organizational policies. The position may require travel or work outside core hours to support project delivery.
As Executive Assistant, you will be responsible for managing the diary of the CEO and the logistics and agendas for our management team. This role will also include being company secretary, working closely with the leadership team and board of trustees to maintain an organisational rhythm of reporting and board meetings, as well as ensuring compliance. You will support our organisational development by shaping, revising and implementing key organisational policies. You will report to the CEO.,
• Executing on critical projects on behalf of the CEO and leadership team.
• Work with the CEO to make sure she is spending time on the most important items of the agenda and release pressure on lower-priority items by either taking over decision-making responsibility or delegating to others on their behalf
• Triage requests from the CEO office to the right parts of the organisation and make sure the right people are in the know
• Foster and develop relationships with internal and external stakeholders
• Diary management for the CEO office, scheduling internal and external activities in collaboration with stakeholders.
• Ensure that the CEO has all the information, documents and bookings required for meetings and activities - including business travel arrangements
• Act as coordinator and chair of key meetings in the team, and hold people accountable for their commitments Work with CEO and Head of Finance to support implementation of key organisational policies including safeguarding and DEI Systems
• Uphold a strict level of confidentiality and represent the organisation in a professional manner
• Maintain an organised filing system of executive team paper and electronic documents
• Work with the leadership team on building frameworks and introducing tools to help them make better decisions and drive efficiencies Governance
• Perform company secretarial duties which includes updating and maintaining company files and records, and ensuring compliance with the Charity Commission and Companies House.
• Prepare agendas, papers, minutes and their circulation, for all board meetings Organise, and be present at, all Board meetings, including the AGM
• Take minutes at board meetings and follow up on actions
• Coordinate the formal on-boarding and training of new trustees, and provide all Trustees with any administrative support they need
• Coordinate communications between the Trustees and the rest of the staff team Undertake any other reasonable duties related to the position as necessary Climate Outreach works with partners and contractors located in different time-zones. Therefore the post-holder may be asked to travel or work outside of core hours to support project delivery

We are seeking a highly organised, professional individual with excellent stakeholder management skills, and experience working with senior level professionals in a fast-paced, changing environment. Working with the CEO and Board of Trustees, you will be central to ensuring the success of Climate Outreach.,
• You have experience as an Executive Assistant or Personal Assistant,
• You are passionate about solving problems, no matter if they're big or small; and have a strong mindset of getting things done
• You actively identify opportunities, deliver improvements, proactively design strategies that enable leadership success and follow project management methodologies and processes
• You are great at building trust with external and internal stakeholders at all levels of seniority You have excellent written and verbal communication skills
• You have proven attention to detail whether in proofing documents, keeping track of dates and requirements, or accurately entering data
• You are proficient in office ICT, for example Google Workspace applications, project management software and CRM software Have an understanding of AI tools to help us increase efficiency and streamline our processes.
• You are committed to personal professional development
• You have experience or willingness to learn about feminist leadership and allyship in delivery and management
• You are able and willing to work with people from different political positions whilst maintaining Climate Outreach's non-partisan approach on policy and politics