Job Description

Executive & Governance Assistant

Location: Unipol Student Homes, 155-157 Woodhouse Lane, Leeds, LS2 3ED

Hours: Full Time, Monday to Friday, Office-based

Contract: Fixed Term for 12 months, maternity cover

Salary: Grade 5 (27,644 - 31,637)

All applicants are kindly requested to provide a covering letter to evidence how you meet the criteria of this post, along with your CV.

Overview of the Role

Unipol Student Homes is seeking an experienced and highly organised Executive & Governance Assistant to provide professional administrative support to the Chief Executive, Deputy Chief Executive, and Company Secretary. This is a pivotal role at the heart of the organisation, ensuring that executive functions, HR administration, governance processes, and office operations are run smoothly, efficiently, and with the highest level of professionalism.

The successful candidate will act as a trusted point of contact for senior leaders, manage key organisational calendars, 37coordinate formal governance meetings, and take ownership of the preparation and minute-taking for Board and committee meetings. In addition, this role plays a central part in liaising with the University of Leeds HR team to support recruitment, on boarding, and staff record keeping. The post holder will also ensure that the Leeds office is well-managed, welcoming, and fully equipped to support the needs of staff and visitors. To effectively support the executive team and key functions, this role requires a full-time presence in the office. The role reports to and is responsible to the HR Support Officer.

This is an excellent opportunity for someone who enjoys variety, responsibility, and working closely with senior leadership in a values-led, people-focused organisation.

Main Duties and Responsibilities

Executive and Governance Support

Provide high-level, confidential administrative support to the Chief Executive, Deputy Chief Executive, and Company Secretary. Coordinate diaries, manage complex scheduling, and ensure executive time is prioritised effectively. Coordinate travel and accommodation requirements for the Executive team. Draft, proofread, and format executive documents, including reports, agendas, briefing notes, and presentations. Act as a key point of contact for internal and external stakeholders on behalf of the Executive team.
Minute-Taking & Meeting Coordination

Lead on the coordination and administration of key meetings, including: Board meetings; Governance and committee meetings; Senior Leadership team and operational meetings. Assist in the preparation of agendas, circulate papers, attend meetings to take accurate, high-quality minutes and manage follow-up actions with a timely and proactive approach. Support virtual and hybrid meetings (Teams/Zoom), ensuring equipment and digital tools function smoothly, and confidently manage breakout groups, screen-sharing, and access issues with IT team support. Maintain governance calendars and ensure all documentation is stored and shared appropriately.
Governance Administration (Supporting the Company Secretary)

Assist with trustee onboarding and induction processes, including obtaining and managing documentation such as Declarations of Interest and Companies House forms. Maintain and update the trustee database and ensure the website reflects accurate governance information. Arrange logistics for Board meetings and trustee visits, in-office and across property portfolio, including preparing meeting rooms and coordinating signing of official documents.
HR Administration

Act as a liaison between Unipol, the University of Leeds HR and Payroll function, supporting consistent and compliant HR administration, including communication of all changes to staff contracts. Coordinate end-to-end recruitment processes, including advertising roles, arranging interviews, and preparing documentation. Maintain employee records in SAP and associated HR systems, including holidays, sickness, and other leave. Manage the onboarding and induction of new staff and coordinate documentation for starters and leavers. Ensure compliance with right-to-work checks, DBS checks, and driving licence records. Support managers to ensure adherence to company-wide directives and maintaining appropriate records. Update internal staff records and digital directories. Monitor staff training records, flag gaps, and support the HR Support Officer in reporting on learning and development activity.
Office Coordination

Ensure the effective and professional day-to-day running of the Leeds office. Maintain stock of stationery, consumable supplies, and other non-IT equipment. Manage room bookings, refreshments, and meeting setup, including for hybrid meetings. Coordinate car parking for visitors and trustees. Deputise for the Conference and Visits Administrator as required to support seamless event coordination and delivery.
These duties provide a framework for the role and should not be regarded as a definitive list. Other reasonable duties may be required consistent with the grade and the evolving business needs.

Qualification and Skills

Essential Criteria

Proven experience providing high-quality administrative support to senior leaders or executives. Significant experience of minute-taking at Board, committee, or senior-level meetings, with excellent written accuracy and attention to detail. Strong understanding of governance processes, record keeping, and compliance requirements. Excellent organisational and time management skills, with the ability to manage multiple work streams and priorities to meet deadlines. Professional and confident communicator with the ability to liaise effectively with stakeholders at all levels. Strong IT skills, including use of Microsoft Office suite (Word, Excel, Outlook, Teams, SharePoint) and video conferencing platforms Discretion and integrity when handling sensitive and confidential information. Experience of coordinating recruitment and HR administration processes. Proactive, flexible, and self-motivated with a positive solution-focused approach.

Desirable Criteria

Experience supporting charity governance or trustee boards. Familiarity with SAP or equivalent HR management systems. Understanding of public sector, higher education, or charity administration frameworks. Awareness of data protection and GDPR principles in an HR or governance context.

General Information

Unipol is a housing Charity, providing assistance in finding and supplying housing for students in Leeds, Nottingham and Bradford. All those working in Unipol are jointly employed by Unipol and the University of Leeds.

Further details about Unipol can be found by visiting www.unipol.org.uk

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: 27,644.00-31,637.00 per year

Benefits:

Casual dress Company pension Enhanced maternity leave Sick pay
Schedule:

Day shift Monday to Friday
Language:

English (required)
Work Location: In person

Application deadline: 10/08/2025
Reference ID: Executive & Governance Assistant