Executive Assistant - Reed : Job Details

Clerk to the Trustees/Executive Assistant

?? Location: Deeping St James (Hybrid)

?? Working Hours: Part-time / Flexible 18+ hours per week (hybrid)

?? Contract Type: Permanent

About the Role

We are seeking a highly organised and proactive Clerk to the Trustees to provide comprehensive administrative, governance, and operational support to a well-established charity. This pivotal role ensures the smooth running of the charity’s day-to-day activities, supports the Trustees in fulfilling their duties, and acts as the first point of contact for all enquiries.

Key Responsibilities

Administrative & Organisational Support

• Act as the first point of contact for all charity matters
• Manage email, telephone, and face-to-face enquiries
• Maintain both paper and electronic filing systems
• Oversee office administration, including purchasing supplies
• Keep Trustees informed and seek guidance when required

Governance

• Liaise with the Charity Commission and submit annual reports/accounts
• Seek external advice from solicitors, surveyors, and local authorities
• Ensure Trustees operate within legal frameworks
• Prepare bi-monthly activity reports for Trustees

Requests for Assistance

• Record and manage requests for support
• Liaise with Citizens Advice to arrange appointments

Property & Land Management

• Work with Letting and Land Agents on property matters
• Manage maintenance and repairs within delegated authority
• Ensure quinquennial property reviews are completed
• Support the Property Committee with rent reviews and decisions

Finance

• Liaise with banks and financial institutions regarding charity assets
• Verify invoices and prepare payment requests
• Work with bookkeepers and accountants on financial reporting
• Provide budget vs actual spend reports and ROI analysis

Trustee Meetings

• Schedule meetings and agree agendas with Chair/Vice-Chair
• Distribute meeting papers in advance
• Attend Finance and Property Committee meetings to provide support

Training & Development

• Attend relevant training to maintain up-to-date knowledge

Other Duties

• Undertake additional tasks as agreed by the Chair or Vice-Chair

About You

You’ll be a confident communicator with excellent organisational skills and a strong understanding of governance and compliance. Experience in charity administration, property management, or financial coordination would be highly beneficial.

Essential Skills & Experience:

• Proven administrative experience
• Strong written and verbal communication skills
• Ability to manage multiple priorities
• Familiarity with charity governance and financial processes
• Proficient in Microsoft Office and digital filing systems

Benefits

• Flexible working
• Supportive and collaborative working environment
• Opportunity to make a meaningful impact in the community

?? For further information, contact Reed Business Support  -Peterborough