Executive Assistant
UKMT is a charity that exists to advance the education of children and young people in mathematics. We do this by working with hundreds of volunteers across the UK to organise Competitions and Challenges promoting problem solving and teamwork and other mathematical enrichment activities.
As Executive Assistant, you will operate at the heart of the organisation, providing crucial professional support to the Director and Officers of the Trust on various aspects of operational management. This will involve working closely with the Chair, Secretary, Treasurer, Chairs of Board Committees and Director, and playing a pivotal role in fulfilling the annual reporting commitments to external bodies.This role requires the ability to deal appropriately with sensitive and confidential information.
Position: Executive AssistantLocation: Leeds - Thorpe Park (Hybrid working)
Salary: UKMT Grade B10 - C15 (Salary range £31,670-£35,500 dependent on previous experience)
Post type: Full time
Contract: Permanent
Reports to: Director
Annual leave: 25 days plus 3 days to be taken between Christmas and New Year, when the trust is closed
How to apply: Submit a CV and a short statement (no more than 300 words) explaining what interests you about the role, and how you meet the essential criteria outlined in the person specification.
The deadline for applications is 17:00 on Friday 8 Nov. However, we will sift applications as they are received, and expect to conduct interviews from w/c Monday 4 Nov. The vacancy may close early if a suitable candidate is found.
Main duties:
Board Administration: You will support the Secretary in planning and overseeing the running of Trustee elections; oversee the induction programme for new Trustees; maintain the website to ensure that it remains up to date with membership records and terms of office; assist with the servicing of Board Committees and act as Minute Secretary if required, producing accurate and timely minutes.
Director: You will provide administrative support to the Director, calendar management including coordinating meetings, draft agendas, prepare minutes and arrange logistics e.g. venue selection, room bookings and refreshments. You will conduct research and analysis on topics as required.You will draft and revise correspondence, reports, presentations and letters, and support the Director in maintaining and enhancing relationships with volunteers, funders, and other external partners.
Communications: You will assist the Director and Board with both internal and external communications and maintain up-to-date mailing lists and databases.You will develop and maintain a central monitoring log of statutory returns made by the organisation to various regulatory bodies, and liaise with the Risk & Compliance Committee in preparing the annual report. You will play a pivotal role in ensuring the fulfilment of annual reporting commitments to external bodies such as Charity Commission and Companies House.
You will create and maintain a register and review cycle for organisational policies.
You will provide oversight for the timely management of leases and contracts and ensure that insurance and contracts are in place to provide required cover.You will provide administrative support to the Director for routine HR operations, including recruitment processes.
You will provide assistance with additional administrative duties as required.
Person specification:
The successful candidate will be a highly organised administrator, with a wide range of skills, who will be able to provide guidance to the Director and Officers across UKMT’s governance and executive activities. They will operate with confidence and agility in interactions with a range of stakeholders including staff, volunteers, Trustees, and sponsors.The role does not have line management responsibilities.
Essential
Degree or professional qualification in business management, administration or any other relevant field OR significant experience in administration in lieu of a formal qualification.Exceptional interpersonal abilities, showcasing initiative, teamwork, and adaptability to manage competing priorities effectively. Demonstrable ability to prioritise and ensure key deadlines are met.
Demonstrated capability to source information from a broad array of sources and networks, and summarise clearly and concisely in written or verbal briefings.
Independent judgement and the autonomy to work without direct supervision in response to new and unfamiliar challenges or tasks.
Proficient in the use of Microsoft Office suite, Google Drive, and various social media platforms, reflecting a strong understanding of electronic communication tools.
Discretion and tact in handling sensitive and confidential information.
Desirable
Proven experience in roles of similar nature, with a strong preference for candidates with experience of working in a field relating to the education of children.Flexibility to work occasional weekends and evenings to contribute to trust activities.
Please note, the successful candidate must pass an enhanced and barred list criminal record check from the Disclosure and Barring Service (DBS) as a condition of taking up this role.