Job Description

Role:

Executive Assistant to Executive Director

Location:

Hybrid working with a minimum 2 days per week in the Thame office

Salary:

36,213.31

Hours:

37.5 per week

Contract:

6 Month fixed term contract

About the Role

We are seeking an organised, proactive, and highly professional Executive Assistant to provide exceptional support to up to two Executive Directors. This role is central in enabling senior leaders to focus on strategic priorities by ensuring they receive timely, effective, and confidential executive support. You will also contribute to a cohesive, high-performing EA function across the organisation, ensuring consistency and excellence in how we work.

Key Responsibilities

Executive Support

Manage complex diaries, inboxes, and correspondence, ensuring priorities are actioned and senior leaders' time is used effectively. Proactively monitor emails throughout the day, flagging urgent matters, responding to routine queries, and filtering irrelevant messages. Prepare high-quality briefings, reports, presentations, and meeting packs. Coordinate travel, accommodation, and logistics, ensuring smooth and cost-effective arrangements. Support financial processes such as expense claims, credit card reconciliations, and budget tracking. Provide flexible support across the wider EA team to ensure seamless service delivery.

Meeting & Action Coordination

Organise meetings, including scheduling, venue booking, catering, and document preparation. Take minutes at key meetings, ensuring accuracy and timely distribution. Track actions arising from Executive and departmental meetings, supporting timely follow-up. Maintain and review forward plans aligned with organisational priorities and governance cycles. Take minutes for Board and Board sub-committee meetings as required. Assist in planning and delivering strategic events such as Board away days, annual strategy sessions, and leadership conferences.

Communication & Liaison

Act as a professional, approachable first point of contact for internal and external stakeholders. Draft and proofread correspondence, ensuring clarity, consistency, and alignment with organisational values. Work closely with other Executive Assistants to ensure coordinated and consistent support across the Executive Team.

Additional Responsibilities (depending on the Executive Director supported)

Draft minutes for functional team meetings and specialist groups, such as the Information Governance Board. Raise and receipt Purchase Orders, including for Head Office and other expenditure. Assist with the preparation of Committee and Board papers. Issue long-service award certificates. Support arrangements for senior leadership recruitment processes.

About You

You will be a confident communicator, skilled organiser, and calm problem-solver who can anticipate needs and work with discretion. You'll bring experience supporting senior leaders in a fast-paced environment, along with exceptional attention to detail and a commitment to delivering high-quality work.

Who are Affinity Trust?

We are a social care provider and charity supporting people with learning disabilities, autistic people and people with other assessed needs to live active, fulfilling and independent lives. We work across England and Scotland and are registered with the Care Quality Commission and the Care Inspectorate.


Our values guide everything we do:

People are at the heart of everything we do

: we listen, we learn, we build on strengths.

We give our best

: what we do matters, and we take responsibility.

We work together

: we're one team, valuing strengths and differences, being open and trusting.

We have courage

: we try new things, and we're creative and adaptable.

As an

Executive Assistant

, you'll play a key role in putting our values into action by offering high-quality support that empowers senior leaders to focus on driving our organisational priorities.

What we offer

In addition to a salary of 36,213.31 we offer a growing range of benefits, including:

31 days' annual leave

pro-rata (including bank holidays), increasing with length of service

Hybrid working

based at our Thame office at least two days per week

Cycle2Work scheme

Stream:

access to a percentage of your pay as you earn it, plus money management tools

Blue Light Card

: discounts at shops, restaurants, travel and days out (provided at no cost to you)

24-hour Employee Assistance Programme

for you and your family

Life Assurance and pension scheme

Company-funded health cash plan

Option to buy additional holiday

Inclusion, accessibility and our commitment to diversity

Diversity is key to what we do. Life would be dull, and change slow, if we all thought the same way. We want colleagues who bring different perspectives, backgrounds and experiences, and we know this makes us stronger and better for the people we support.


We are committed to being Disability Confident and we guarantee to interview all applicants with a disability who meet the minimum criteria for the vacancy.


We're also committed to making our recruitment process as accessible as possible. If you need any reasonable adjustments at any stage, for example, accessible formats, support with the application form or adjustments for interview, you can tell us in your application or contact our recruitment team to discuss what you need.

Ready to join us?

If you're excited about joining a high performing EA function making a real difference in a values-led charity, this could be your next role


If you are offered the role, you will be required to have a DBS check at the relevant level, which we'll cover the cost for.


INDWBO