Executive Assistant

Hours: Full-time, but with some flexibility possible

Contract type: Permanent

Salary: £25,500- £32,700 + 8% pension contribution

Hours: Full-time, but with some flexibility possible

Contract type: Permanent

Salary: £25,500- £32,700 + 8% pension contribution

Job Description


The Executive Assistant will provide professional and proactive support to the Chief Executive and Leadership Team. This exciting role is crucial to the successful running of ShareAction and requires a responsible, astute and inquisitive individual able to manage their workload with minimal supervision. Excellent communication, planning and organisational skills are critical to this role. As the position is new to ShareAction, the successful candidate will also have considerable scope to shape the role by bringing new ideas to the table and taking the lead in driving them forward.Please note that due to the fast-paced nature of this role there may be other tasks not included in the list below.

CEO support:

  • Manage diary and schedules
  • Organise and schedule meetings, both internal and external
  • Organise media appearances and events with the Communication Manager
  • Book business travel arrangements including flights, transportation and lodgings; organise travel itineraries
  • Liaise with internal and external stakeholders on behalf of the Chief Executive and other members of the Leadership team
  • Conduct and assist with research and produce briefings for meetings
  • Produce presentations and materials for meetings and conferences
  • Provide administrative support to Chief Executive
  • Update ShareAction’s CRM on behalf of the Chief Executive
  • Manage and organise the Chief Executive’s emails
  • Support the Chief Executive in their management duties
  • Assist the Chief Executive with her expenses

Leadership Team support and other admin:

  • Prepare and distribute meeting agendas
  • Take minutes during meetings; circulate and follow up on meeting actions
  • Run our main internal meeting and circulate key points/actions

Company secretary:

  • Organising board meetings with ShareAction’s Trustees, including the preparation of board packs
  • Carry out trustee skill audits; assist with trustee recruitment
  • Ensure that all relevant paperwork is submitted to Companies House
  • Work with other teams to ensure the AGM is well-attended

Person specification

We are looking for a passionate, determined individual, with the following experience and skills:


  • Previous experience in an executive assistant role
  • First rate communication skills, both verbal and written
  • Excellent prioritisation, time management and organisation skills
  • Strong research skills
  • Strong attention to detail
  • Excellent interpersonal skills
  • Friendly and profession demeanour
  • Ability to work under pressure to agreed deadlines
  • Ability to switch quickly between tasks and to work on own initiative
  • Good knowledge of Microsoft Office, particularly Outlook, Word, Powerpoint and Excel
  • Knowledge of working with a CRM (preferably Salesforce)


  • Previous experience of working in a charity and having an understanding of how charities operate
  • Knowledge of GDPR and experience with confidential data
  • Experience of working with SharePoint
  • Previous experience of being a company secretary

A few more details

  • Hours of work: 35 hrs per week with an expectation of some out of hours working
  • Holidays: 25 days per annum, pro rata plus working days between Christmas and New Year, plus statutory bank holidays



How to apply

Please send us an up to date CV and cover letter (your cover letter should be no more than one side of A4). Please describe why you would be perfect for this job. Make sure your application clearly explains your interests and the skills you would bring to the role. Please note that we are unable to progress applications that do not include all of the asked-for information.

We are an equal opportunities employer and welcome applications from all sections of the community.

Don’t be afraid to show your enthusiasm! Please send your CV and a cover letter to Amy Webster at recruitment@shareaction.org by Monday 4 March 2019 at 9am.

Please note:
To be considered for this post you must be legally eligible to work in the UK, due to the size of the organisation we are unfortunately unable to sponsor anyone for a visa.

A bit more about us

ShareAction is a charity which promotes responsible investment by pension funds and other institutional investors. We believe that investment can be a force for good, serving savers and communities, and protecting our environment for the long term. We campaign on specific environmental and social issues that the investment industry has the power to influence, like climate change and workers’ rights. We advocate for policy changes required to enable responsible investment to thrive. We undertake research and rankings to drive up best practice among pension funds and asset managers. And we work with savers to help them push their pension schemes towards more responsible behaviour and sustainable investment practices.