Executive Assistant, Reparations

JOB DESCRIPTION

1. JOB TITLE: Executive Assistant, Reparations

Contract: Fixed-term until April 2029, 35 hours per week

Location: York/ hybrid (in office attendance once or twice a week)

Salary range: £47,814

2. MAIN PURPOSE AND SCOPE OF THE JOB

This role provides Executive support to the Head of Reparations, and enables the smooth administrative delivery of the wider reparations work. The role will collaborate across the organisation, including liaising with the SLT and Executive Team staff, trustees and key external stakeholders.

3. POSITION IN ORGANISATION

Reports to: Head of Reparations

Responsible for: n/a

4. DUTIES AND KEY RESPONSIBILITIES

4.1 Executive Support

• Prepare and coordinate briefing and background documents so that the Head of Reparations (HOR) is fully informed ahead of key meetings.

• Manage the HOR s diary, inbox, and scheduling to ensure effective prioritisation of time including flagging urgent emails that need a response or forwarding emails to other members of the team to deal with as appropriate.

• Coordinate travel and logistics, including booking transport and accommodation.

• Prepare and send occasional correspondence on behalf of the HOR.

• Internal and external meeting organisation - including compiling agendas for HOR, circulating papers, and producing meeting minutes and action trackers.

• Managing the Briefings Tracker ensuring the HOR is fully briefed and has relevant information, meeting participant bios, background reading for all internal an external meetings.

• Recording and maintaining the Head of Reparations contacts, networks, including tracking emails, appointments and follow up actions.

• Assist with proof-reading correspondence, desktop research, drafting letters and reports as necessary supporting the Head of Reparations.

• Support Head of Reparations and SLT with Project Management Office administrative for key strategic initiatives such as project plan tracking, status reports, risk & action log maintenance, External Advisory Group coordination and logistics, Staff participation, external partner and stakeholder logistics.

4.3 Support for the team and wider organisation

• Collaborating with staff on reparations related work.

• Engaging with external key stakeholders, as appropriate.

• Engaging with the communications team on social media activity related to reparations.

• Support for event planning involving the HOR and reparations team, including venue booking and logistics e.g. for Leadership Team Away Days, Board meetings and workshops, team events.

• Support diversity and equality of opportunity in the workplace.

• Carry out other associated duties as may arise, develop or be assigned.

5. General Responsibilities

• Consistently perform the role effectively and in line with the values and mission of JRCT.

• Proactively keep up to date with developments affecting your work and maintaining and improving personal competence through continuous professional development.

• Take direction on projects and priorities from your line manager and trustees, which may vary from time to time.

• Develop, foster and maintain effective relationships with relevant external stakeholders and organisations.

• Work to administration and communication protocols efficiently to ensure that organisational systems and procedures are implemented.

• Abide by all organisational policies, codes of conduct and practice.

• Prepare for and participate in supervision and appraisal meetings.

• Maintain confidentiality and professionalism at all times.

• Contribute constructively to team meetings and organisational priorities.

• Demonstrate a commitment to equality, diversity and inclusion in the workplace.

• Carry out other duties as may arise, develop or be assigned commensurate with the role.