Operations and Executive Assistant
About this role
About the role
We are looking for an Operations Executive Assistant to join our Operations Team. This is a varied role at the heart of the organisation, combining operational coordination and executive support. Working across every part of Purposeful Ventures, you will help ensure colleagues have the systems, processes and support they need to do their best work.
Working closely with the Director of Finance and Operations, you will coordinate operational priorities, anticipate issues before they arise, and ensure the organisation runs smoothly, enabling senior leaders to remain focused on strategic work.
No two days will be the same. You might be coordinating a new starter's first day, overseeing office operations, preparing papers for senior meetings, implementing a new operational process, coordinating organisational compliance activities, supporting grant administration, or resolving an operational issue before it becomes a problem.
This is a role for someone who enjoys making things work well. You will be trusted to take ownership, build strong relationships across the organisation and continuously improve how we operate. You'll need to be equally comfortable supporting senior leaders, coordinating projects, solving practical problems and paying close attention to detail.
This role sits at the centre of Purposeful Ventures. You will work with colleagues across the organisation, gaining a broad understanding of how we operate while taking ownership of the systems, processes and coordination that help enhance how the organisation works. If you are someone who enjoys understanding how organisations work and finding practical ways to make them work even better, you will have plenty of opportunities to make a difference.
Please download the full job description on the Purposeful Ventures website
Job Description
Purpose
The Operations Executive Assistant plays a central role in the efficient running of Purposeful Ventures by providing operational management, executive support and administration across the organisation.
The role is varied and post holders are expected to have, and will be supported to continue to develop, expertise across a broad range of operational activities.
Responsibilities and duties
Executive support
Working closely with the Director of Finance and Operations and Management Team:
Monitoring operational priorities and proactively following up actions on behalf of the Director of Finance and Operations.
Preparing briefing notes, reports and background information to support decision-making.
Coordinating cross-organisational activity on behalf of the Directors, ensuring actions are progressed and deadlines met.
Providing proactive executive and administrative support to members of the Management Team.
Managing diaries, scheduling meetings and coordinating logistics where required.
Providing holiday and absence cover for the Executive Assistant to the CEO, ensuring continuity of support.
Preparing agendas, coordinating papers and tracking actions from meetings.
Organising meetings, workshops and events.
Anticipating administrative requirements and proactively resolving issues to enable senior leaders to focus on strategic priorities.
Coordinating operational issues across the organisation, using judgement to resolve matters independently and escalating where appropriate.
Handling confidential information with professionalism and discretion.
Operations and Business Administration
Working closely with colleagues across operations, communications, philanthropy, finance and project teams:
Being a first point of contact for enquiries, correspondence and shared mailboxes, ensuring a consistently high level of customer service.
Managing calendars, room bookings, registering and greeting visitors, organising meetings and organisation wide events.
Ensuring the effective management of organisational documents, templates and operational systems.
Maintaining CRM records and contributing to operational reporting.
Coordinating document administration including agreements and approvals.
Driving continuous improvement of organisational systems and processes, for example:
Leading small operational improvement projects.
Coordinating the implementation of new systems and operational processes.
Support organisational change initiatives.
Acting as first point of contact for our external IT provider (Penelope), managing internal IT operations
Coordinating our operational compliance calendar, ensuring key activities are completed on time, including:
Supporting the implementation and review of organisational policies and operational procedures.
Coordinating annual policy reviews and maintain version control.
Monitoring mandatory organisational compliance activities and escalating any risks.
Maintaining relationships with operational suppliers; coordinating contract renewals; monitoring service delivery and escalating issues.
Coordinating office health and safety arrangements, working closely with the building management company. Coordinating workplace risk assessments, maintaining accident records and coordinating fire marshal/first aid arrangements. Acting as Fire Marshal following appropriate training
People operations and onboarding
Working closely with the People Coordinator and colleagues to deliver an outstanding onboarding experience by:
Carrying out Right to Work and DBS identity verification processes through our Due Diligence Checking platform, including video identity checks where required.
Managing IT onboarding requests, including Penelope onboarding forms.
Coordinating system access including EdCity passes and user set up.
Preparing first-day arrangements including laptops and merchandise; welcoming new starters including building orientation, team introductions, and IT set up.
Scheduling induction meetings, one-to-one introductions and team coffees.
Setting colleagues up on the compliance learning system and assigning mandatory training. Monitoring new starter and refresher training to ensure completion and compliance.
Maintaining organisation charts and onboarding documentation.
Office and Facilities
Ensuring that Purposeful Ventures provides a welcoming, productive and well-organised working environment by:
Coordinating the day-to-day running of our fully serviced office at EdCity.
Welcoming visitors and supporting colleagues in the office.
Managing office supplies and equipment.
Liaising with building management and external suppliers.
Coordinating office IT equipment and ensuring new and existing colleagues have the equipment they need.
Supporting the organisation of internal events and team activities.
Supporting Incubating Organisations and New Projects
Working with organisations that Purposeful Ventures is incubating by:
Providing ad hoc administrative support to them and new projects.
Assist with processes, communications, and administration.
Support teams with coordination and project delivery activities.
The job description is subject to change and the postholder may be required to undertake tasks not specifically referred to above. Such duties, however, will fall within the scope of the job description.
Who we are looking for
We are looking for a highly organised, proactive and collaborative professional with experience providing executive and operational in a fast-paced environment. You will take ownership, build trusted relationships across the organisation, and be passionate about creating efficient systems and delivering an outstanding experience for colleagues and stakeholders.
You will bring an appreciation of the charity and social impact sector and a commitment to Purposeful Ventures' mission and values, recognising the importance of working for the good of the wider system.
Key requirements
The successful candidate will have:
A strong understanding of office, operations and business administration, with an appreciation of how effective operational processes enable organisations to deliver meaningful outcomes and impact.
Knowledge of executive support and the principles of providing proactive, high-quality support to senior leaders and management teams.
An understanding of employee onboarding, colleague experience and the importance of creating a welcoming, well-organised and inclusive environment for new starters.
Working knowledge of Microsoft 365 and confidence using and administering a range of digital systems, with the curiosity and agility to learn new technologies quickly.
An understanding of organisational policies and procedures, and the importance of maintaining compliance, consistency and good governance within a charity.
An understanding of the role of the Charity Commission and Companies House, and an appreciation of the governance and compliance responsibilities of charitable organisations.
An understanding of information governance, confidentiality and UK data protection legislation (including GDPR), and the importance of handling sensitive information with integrity and professionalism.
Right to work in the UK
Experience
The successful candidate will have demonstrable experience of:
Providing proactive executive or senior administrative support to senior leaders or management teams, anticipating needs and enabling others to focus on strategic priorities.
Coordinating complex diaries, meetings, events and logistics while balancing multiple competing priorities.
Managing office operations or business administration within a busy, collaborative and fast-paced environment.
Coordinating multiple operational priorities while exercising sound judgement and working with a high degree of autonomy.
Delivering a positive onboarding experience through coordinating new starter administration, systems, induction activities and colleague support.
Taking ownership of operational processes and continuously identifying opportunities to improve systems, simplify ways of working and enhance the experience of colleagues.
Building positive and trusted relationships across teams and with external suppliers, partners and stakeholders.
Working with confidential and sensitive information, consistently exercising sound judgement, discretion and high ethical standards.
Working collaboratively across functions to achieve shared objectives and support organisational success.
Desirable:
Experience within the charity, education or social impact sector.
Experience supporting governance, Board or senior leadership meetings.
Experience coordinating compliance processes such as Right to Work, DBS checks or mandatory training.