Stakeholder, Meeting and Event Coordination

• Coordinate senior-level meetings, away days, trustee sessions, stakeholder meetings and organisational events as required.
• Liaise professionally with trustees, commissioners, funders, partners, senior leaders and external stakeholders on behalf of the CEO’s office.
• Prepare agendas, notes, briefings and follow-up actions for internal and external meetings.
• Support smooth communication between the CEO, trustees, senior leadership team and wider organisation.

Administration, Systems and Governance Compliance

• Maintain effective filing, document management and information systems for CEO office and governance records.
• Support compliance with organisational policies, data protection requirements, confidentiality standards and governance processes.
• Maintain forward plans, annual governance calendars and reporting schedules to support effective planning.
• Use Microsoft 365 and other digital systems to organise information, produce documents and support efficient ways of working.
• Contribute to continuous improvement in executive administration, governance processes and internal communication.
• Manage our enquiries and duty inbox

General

• To work within and promote all of West London Mind’s policies and procedures with particular attention to equal opportunities, data protection, safeguarding and health and safety requirements.
• To work within and promote West London Mind’s values and ways of working.
• To provide written reports and information as requested.
• To attend training and meetings as required, including regular team meetings and staff forums.
• Build and maintain effective working relationships with colleagues, partners, contractors, and external stakeholders.

Person Specification

Essential Experience

• Significant experience of providing executive assistance, personal assistance or senior administrative support to a Chief Executive, Director or senior leadership team.
• Experience of board, committee or governance administration, including preparing agendas, collating papers, taking minutes and managing action logs.
• Experience of diary and inbox management, meeting coordination, travel arrangements, expenses and confidential correspondence.
• Experience of producing high-quality documents, reports, presentations, minutes and briefings for senior audiences.
• Experience of maintaining accurate records, document management systems and confidential information.
• Experience of working collaboratively with trustees, senior leaders, managers and external stakeholders.

Essential Knowledge and Skills

• Excellent organisational skills, with the ability to manage competing priorities, deadlines and complex diaries.
• Strong minute-taking skills, with the ability to capture decisions, actions and key points accurately and clearly.
• Excellent written communication skills, with the ability to draft, proofread and format professional documents for senior audiences.
• Strong interpersonal skills, with the confidence to work professionally with trustees, senior leaders, colleagues and external stakeholders.
• High level of discretion, confidentiality and judgement when handling sensitive information.
• Confident use of Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint or equivalent document management systems.
• Understanding of charity governance, board protocols, data protection, confidentiality and effective administration in a values-led organisation.

Essential Personal Qualities

• Calm, professional and highly organised, with strong attention to detail.
• Discreet, trustworthy and able to maintain confidentiality at all times.
• Proactive, flexible and solution-focused, with the ability to anticipate needs and follow through on actions.
• Confident working independently while building positive relationships across the organisation.
• Able to work with warmth, tact and professionalism in a busy leadership environment.
• Commitment to the values and mission of West London Mind and to equality, diversity and inclusion.

Qualifications

• Relevant qualification in business administration, governance, company secretarial practice or equivalent experience.
• Evidence of continuing professional development in executive support, governance, administration, minute-taking or charity governance is desirable.
• Training or knowledge in safeguarding, data protection, charity governance or mental health awareness is desirable.

Desirable Experience

• Experience of working in a charity, health, social care, local authority, NHS, public sector or voluntary sector environment.
• Experience of supporting a Board of Trustees or committee structure within a charity or membership organisation.
• Knowledge of Charity Commission expectations, trustee responsibilities and good governance practice.
• Experience of coordinating events, away days, stakeholder meetings or senior leadership sessions.
• Experience of supporting a CEO, Chair or senior leadership team in a hybrid working environment.

We are an equal opportunities employer; and are proud to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.

West London Mind are committed to creating and fostering a culture that promotes safeguarding and the welfare of all children and adults at risk. Our safer recruitment practices support this by ensuring that there is a consistent and thorough process of obtaining, collating, analysing and evaluating information from and about candidates to ensure that all persons appointed are suitable to work with children and vulnerable adults.

Post is subject to an enhanced DBS check