Executive Assistant & Project Manager; Maternity Cover

Citizens UK

Citizens UK is the UK's biggest, most diverse and most effective people‑powered alliance. We bring communities and local organisations together to work on issues that matter; from campaigning for zebra crossings on dangerous roads, to reforming the immigration system, to the Living Wage campaign. We have a track record of winning change through hundreds of local and national campaigns. We know everyday people have the ability to shape the world around them.

We believe that through developing local leaders, we can drive nationwide change and create community‑led solutions to big and small problems.

This role will report to the Executive Director, Finance and Operations, and will be responsible for providing executive assistance to three Executive Team members: the Executive Director, Finance and Operations (EDF&O), the Director of Communications and External Affairs (DCEA) and the Director, London (DL). The main duties include scheduling meetings, handling correspondence and assisting with the management of projects that all Directors are involved in.

To be successful in this role, you will be able to initiate, meet deadlines and communicate effectively. Ultimately, you will be identifying and addressing the needs of the Executive Director/Directors, performing management and administrative tasks and building good working relationships to increase the effectiveness of the organisation.

• Contribute towards CUK's mission and strategic objectives through Executive Support function.
• Manage Executive Director/Directors diaries including booking meetings, scheduling attendees and organising venues, in person and online.
• Manage Executive Director/Directors correspondence including prioritising and responding to emails.
• Schedule appraisal and supervision meetings and visits, ensuring Executive Director/Directors time is well used through proper preparation and follow‑up with direct reports, other local staff and external stakeholders.
• Process expenses for Executive Director/Directors as well as processing of invoice payments.
• Maintain an electronic filing system, ensuring processes and software are up to date and in working order.
• Provide management and administrative support to assist Executive Director/Directors in their workload.
• Lead coordination of monthly financial budget calls, including scheduling and managing diaries for approximately 17 chapter meetings each month, alongside quarterly budget review sessions.
• Provide live meeting support for all budget calls, including screen sharing, documenting key points, managing attendance, and ensuring smooth delivery of all administrative aspects.
• Serve as Secretariat for the monthly Operations and Organisational Development (OOD) Team Meetings, including drafting agendas, circulating papers, taking accurate and timely minutes, and producing post‑meeting action logs.
• Maintain and manage the OOD SharePoint site, ensuring documents, actions and meeting materials are updated, accessible, and appropriately organised.
• Act as the primary administrative point of contact for the OOD team, responding to queries, managing workflows, and ensuring effective communication across the team.
• Work closely with the Director of Organisational Development, providing proactive support in planning, preparing and running the OOD meetings they chair.
• Oversee action tracking and follow‑up for all meetings, ensuring progress is monitored, deadlines are met, and information is escalated where appropriate.
• Support wider departments of each of Executive Director/Directors, as well as wider organisational and project administration, as required, to ensure smooth operational functioning during the maternity leave period.

• Co‑ordinate projects and ensure follow‑up with team members where required.
• Create and manage systems to monitor performance of the Chapters, Projects and staff supervised by Executive Director/Directors, e.g. through reporting mechanisms and supervisions and appraisals.
• Maintain an action log for Executive Director/Directors, following up with those responsible to ensure actions are taken; manage their workflow and…