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Executive Assistant
Role
Permanent, Full Time – Hybrid working (Cornwall or London office: 3 days/week; homeworking: 2 days/week)
Job Purpose
The Executive Assistant will provide administrative and stakeholder management support to the Executive Director, with additional oversight of the Director of Finance and Administration and wider team.
Eligible candidates must be extremely organised, possess excellent communication skills, and have the confidence to manage diverse tasks, stakeholders, and priorities independently. Experience in supporting executive leadership roles is essential, alongside enthusiasm for proactive and varied responsibilities.
Key responsibilities will include:
- Managing sensitive communications, travel, diary scheduling, and cross-team coordination
- Supporting campaign and fundraising initiatives
- Representing Oceana UK diplomatically on behalf of senior leadership
- Handling confidential and complex administrative demands, with minimal oversight
Travel requirements include national visits and occasional international duties (e.g., Washington, DC) to engage with stakeholders and team members.
About Oceana UK
Oceana UK fights to protect UK seas from key threats such as:
- Destructive offshore oil & gas developments
- Overfishing and habitat destruction
- Weak regulatory policies hindering marine health
Our mission drove fundamental protections, including:
- Securing large areas of UK waters from industrial fishing
- Stopping expansion of new offshore oil/ gas licences
Now in a phase of expanded growth, we’re scaling our campaign strategy, policy impact, and organisational capacity with a strategic focus on:
- Strengthening funder relationships
- Expanding international collaborations
- Creating a unified leadership team (London & Cornwall-based) to deliver tangible change.
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Join a driven, ambitious team dedicated to restoring ocean biodiversity through visibly potent campaigns, science, and political influence.
Responsibilities
Strategic Support for the Executive Director (ED)
- Assist the ED in prioritising time for high-impact work, aligning with organisational objectives
- Coordinate sensitive meetings, travel, and cross-team calendar management
- Manage inboxes and task prioritisation, enhancing decision-making efficiency
- Process travel bookings, expenses, and credit card reconciliations for the ED
Administrative & Stakeholder Liaison
- Serve as the primary external liaison for Oceana UK, monitoring and responding promptly to inbound inquiries
- Lead liaison with senior leaders, staff, and external stakeholders, handling correspondence, briefings, and follow-ups
- Proactively create meeting memos, presentations, and reports, embodying the ED’s voice
- Tribute notes from meetings and ensure action completion via timely follow-ups
Meeting & Event Management
- Secure preparation, scheduling, and post-meeting coordination for:
- Internal leadership/team meetings
- Departmental gatherings
- Virtual and in-person events (e.g., vendor, venue, guest coordination)
- International stakeholder discussions (travel planning, logistics)
- Work with the Director of Finance & Administration to coordinate team travel, conferences, and major events
Campaign & Operational Support
- Assist with campaign mailouts, guestlists, fundraising tasks where applicable
- Support Director of Finance & Administration in:
- Office supply procurement
- Basic HR/admin tasks
- Team event management (planning, logistics)
- Maintain financial and operational processes with discretion, including courier arrangements
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Miscellaneous Duties
- Travel Nationally/Internationally as needed to engage with stakeholders & team
- Undertake ad-hoc tasks to meet strategic business objectives
Requirements
Essential
- 5+ years of experience as an Executive Assistant (NGO/Not-for-Profit background preferred)
- Highly disciplined, proactive, and able to handle workload autonomously without close supervision
- Proven administrative/professional skills, with confident command of Microsoft Office Suite (especially Word, Outlook, Excel, PowerPoint)
- Exceptional judgment, discretion, and integrity in handling sensitive information
- Excellent communication skills (written & verbal) for communicating complex matters to diverse stakeholders
- Strong problem-solving skills with ability to resolve issues independently
- Compatibility with hybrid work model (in-person requirements in Cornwall/London + travel)
Desirable
- Certifications (IEAA, Prince 2, or equivalent) in executive support or project management
- Project delivery expertise and event planning experience
- CRM/Salesforce proficiency
- Prior familiarity with NGO operations, policy advocacy, or marine conservation
Application Timeline
- Closing Date: 19 July 2024
- Interviews Begin: 30 July 2024
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