Executive Assistant

About Coram

Coram is committed to improving the lives of the UK’s most vulnerable children and young people.

We support children and young people from birth to independence, creating a change that lasts a lifetime. Coram is the UK’s oldest children’s charity founded by Thomas Coram in London helping vulnerable children and young people since 1739. Today, the Coram group helps more than one million children, young people, families and professionals every year by providing access to the skills and opportunities they need to thrive.

About CoramIAC

CoramIAC is a Voluntary Adoption Agency which specialises in Intercountry Adoptions.

CoramIAC - Intercountry Adoption Centre - now part of the Coram Group of children's charities have been working with families adopting from across the world for over 26 years. CoramIAC is a charity, not-for-profit and an accredited, legally registered adoption agency. We run outstanding services to support children and families affected by adoption. With the majority of our adopters being from Black, Asian and Minority Ethnic backgrounds adopting from countries they are connected to our staff team also reflect this diversity. We have had four consecutive outstanding judgements from Ofsted, our regulator.

About the Role

The Executive Assistant is a key role supporting the effective running of the organisation, affording the opportunity for a dynamic individual with some experience who enjoys a high pace environment and multi-tasking underpinned by strong and effective organisation and systems and is looking to develop their skills and career.

They will be a team player who is comfortable at the prospect of working in a small, busy and growing agency. Being organized, effective and able to work in a creative and flexible manner are essential to the role.

DUTIES AND RESPONSIBILITIES:

•  The Executive Assistant is a key role supporting the effective running of the organisation affording the opportunity for a dynamic individual with some experience who enjoys a high pace environment and multi-tasking underpinned by strong and effective organisation and systems and is looking to develop their skills and career.
•  To manage the Managing Director’s diary, scheduling, planning and organising meetings, visits and events attended by the Managing Director, liaising with Coram IAC staff and trustees, preparing briefings and papers, and making practical arrangements, under the supervision of the Senior Leadership Team
•  To provide day to day support to the Managing Director including acting as the first point of contact, answering calls, welcoming visitors, drafting letters or emails as required, maintaining confidentiality and ensuring correspondence and other documents are filed appropriately. To co-ordinate the schedule of (virtual and in person) group board and other committee meetings, taking responsibility for effective and timely provision of papers/reports.
•  To organise and when required attend meetings virtually and in person, making fluent use of the appropriate tools, drafting and preparing draft minutes for approval and tracking actions.
•  To support and administer allocated digital and in person events, workshops, conferences, Christmas celebration and support other events as needed.
• To provide project management administration for other assigned projects ensuring they are delivered on time and budget to a high standard.
•  To maintain official and internal records of term lengths, renewals, conflict of interest declarations and support the preparation of annual returns, and to administer the recruitment process, inductions and training sessions for trustees and governors.
•  Assist with HR Business Support as and when required for low level maintenance of crucial business activity.
•  Act as a point of contact between CORAM IAC and The CORAM Group to ensure that CORAM IAC’s Policies & Procedures/Training/general advice is accurate when sought, and adhere to strict confidentiality;
•  Co-ordinate the preparation of HR reporting to the Leadership Team, including leave, sickness and general data.
•  Liaise with CORAM colleagues to develop and enhance HR database in conjunction with their HR team.
•  To provide administrative support to the Chair of Trustees and liaise with the Chair and Board members as and when required.
•  Administer all Trustee Board meetings including preparation and circulation of agenda, collation and distribution of papers and taking comprehensive and accurate minutes, including AGMs and manage the calendar and schedule of meetings, including venues for in-person meetings.
• To assist the Chair with the recruitment process of Trustees (interview set up, DBS checks, references) in conjunction with CORAM HR Business Support.
•  Manage CORAM IAC Leadership Team’s diaries and appointments, room bookings and travel arrangements on request.
•  Contribute to development and updating of agency policies and procedures and keeping abreast of wider changes across CORAM.
•  Work with the Office Manager (Diamond Housing) to ensure that the offices are maintained to a high standard to ensure excellent levels of Health & Safety and support in carrying out risk assessments and making recommendations for safe working.
•  Act as the main point of contact for the landlord of the building.
•  Carry out any other duties that may be reasonably requested by the Leadership Team.

Coram is an equal opportunities employer and we believe a diverse workforce enables us to improve the services to the children and families we help. We are genuinely committed to encouraging candidates from all sections of the community we seek to support. This includes those from, Asian, African, Caribbean and other minority ethnic backgrounds, those that identify as LGBQT+, those with disabilities, those with lived experience of care, those with neuro-diversity, and those from other groups who are underrepresented at Coram.

If applicants feel comfortable, we would encourage them to draw on lived experience as well as professional experience in their personal statement as part of their application.

We are committed to the safeguarding of children and where appropriate will require the successful applicant to undertake a check from the Disclosure and Barring Service.

Registered Charity No. 312278.