Executive Administrative Assistant

Reports to: Chief Executive/ Senior Leadership Team

Recovery Connections is committed to supporting individuals, families and communities affected by addiction and promoting positive,  sustainable recovery. We provide a supportive, inclusive and person-centred environment where people can access the practical, emotional and community-based support they need to move forward. We are looking for an organised, proactive and highly professional Executive administrative Assistant to provide high-quality administrative and organisational support to our Chief Executive and senior leadership team.

The Role

The Executive Administrative Assistant will play a key role in ensuring the smooth and effective operation of the executive and senior management functions of Recovery Connections. You will provide confidential administrative support, coordinate meetings and diaries, prepare documentation, assist with communications and maintain accurate records. The role requires someone who can manage competing priorities, work independently and use sound judgement when dealing with sensitive and confidential information. This is an important role  within the organisation and would suit an experienced administrator who is highly organised, approachable, discreet and committed to the values of Recovery Connections.

Key Responsibilities

Executive and Administrative Support

• Provide comprehensive administrative support to the Chief Executive and senior leadership team.
• Manage complex diaries, appointments and meeting schedules.
• Arrange internal and external meetings, including preparing agendas, papers and supporting documentation.
• Take accurate minutes and maintain action logs, following up on agreed actions where appropriate.
• Prepare correspondence, reports, presentations, briefing documents and other executive materials.
• Assist with the preparation and coordination of board, committee and senior management meetings.
• Maintain organised electronic and paper filing systems.
• Monitor and manage incoming correspondence and communications, ensuring matters are directed appropriately.
• Support the coordination of organisational events, meetings and strategic activities.

Communication and Coordination

• Act as a professional and effective point of contact for the Chief Executive and senior leadership team. Communicate confidently with colleagues, trustees, partner organisations, commissioners, professionals, volunteers and other stakeholders.
• Draft and proofread correspondence, reports and other written materials.
• Support internal communications and ensure information is shared accurately and appropriately.
• Liaise with external organisations and stakeholders on behalf of the executive team when required.
• This role is about building relationships and creating opportunities for people to achieve positive change.

Confidentiality, Governance and Compliance

• Handle sensitive and confidential information with the highest level of discretion.
• Maintain accurate records in accordance with organisational policies and relevant legislation.
• Support the organisation in meeting its governance and reporting requirements.
• Assist with maintaining policies, procedures and organisational documentation.
• Work in accordance with GDPR, safeguarding requirements, health and safety procedures and Recovery Connections’ policies.
• Ensure all administrative processes are undertaken consistently and professionally.

General Responsibilities

• Support the wider administration function when required.
• Contribute positively to the culture and values of Recovery Connections.
• Attend team meetings, training and supervision as required.
• Maintain professional boundaries and demonstrate respect for everyone who engages with the organisation.
• Undertake other reasonable duties consistent with the nature and level of the post.

Person Specification

Essential

Experience

• Previous experience in an administrative, executive assistant, personal assistant or senior administration role.
• Experience of managing competing priorities and working to deadlines.
• Experience handling confidential or sensitive information.
• Experience arranging meetings, maintaining records and producing professional documentation.

Skills and Knowledge

• Excellent organisational and time-management skills.
• Strong written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Strong IT skills, including Microsoft Office/365, Outlook, Word, Excel and PowerPoint.
• Ability to produce high-quality documents, reports and presentations.
• Ability to work independently and use initiative.
• Ability to prioritise workload effectively and remain calm under pressure.
• High level of discretion, confidentiality and professional judgement.

Personal Qualities

• Professional, reliable and approachable.
• Highly organised and proactive.
• Flexible and adaptable.
• Able to build positive working relationships with a wide range of people.
• Compassionate and non-judgemental.
• Committed to equality, diversity, inclusion and recovery-focused practice.
• Comfortable working in an environment where sensitive and sometimes challenging issues are discussed.

Desirable

• Experience working within the charity, voluntary, health, social care or recovery sector.
• Experience supporting a Chief Executive, Director, Board or senior leadership team.
• Knowledge of charity governance and trustee/board processes.
• Understanding of safeguarding, GDPR and confidentiality requirements.
• Experience working with people affected by addiction, mental health or other complex circumstances.

What We Offer

• A supportive and values-led working environment.
• The opportunity to contribute to an organisation making a meaningful difference to people’s lives.
• Opportunities for professional development and training.
• Regular supervision and support.

Equality, Diversity and Inclusion

Recovery Connections is committed to creating an inclusive organisation where everyone is treated with dignity, respect and fairness. We  welcome applications from people of all backgrounds and particularly encourage applications from individuals with lived experience of recovery or experience of working within recovery communities.

Safeguarding

Recovery Connections is committed to safeguarding and promoting the welfare of children, young people and adults at risk. The successful candidate will be required to undertake appropriate pre-employment checks, which may include a DBS check, depending on the requirements of the role.