Executive Assistant

Role:
Executive Assistant

Contract:

Permanent, Full Time

Location:

Hybrid working. Cornwall or London office three days per week, home working two days per week.

The Executive Assistant will provide administrative and internal and external stakeholder management support to the Executive Director. The role will also provide some support to the Director of Finance and Administration and to the wider team. Eligible candidates should be extremely organised, have excellent communication and the confidence to independently manage a wide variety of tasks and stakeholders. They must have relevant experience in supporting executive roles and be enthusiastic and proactive in completing a wide variety of vital tasks independently.

• Support the ED to align time, attention and decision-making with organisational priorities, ensuring focus on high-impact work.
• Provide diary support to the Executive Director, including coordination of meetings, focus‑time, effective travel planning and cross‑team calendar management.
• Provide inbox management support to the Executive Director, assisting with task and diary prioritisation.
• Provide administrative support to the Executive Director, including travel bookings, expense reporting and credit card statement reconciliations.
• Act as the first point of contact for the organization, monitoring and responding to email inbox.
• Provide a liaison point between the ED and senior leaders, staff and external stakeholders, ensuring timely follow‑up, actions and clear communication.
• Proactively coordinate and manage correspondence, briefings, meeting memos, departmental reports and presentations on behalf of the Executive Director, ensuring timeliness, accuracy and alignment with the ED’s voice.
• Attend meetings to capture notes and follow‑up actions, ensuring these are circulated and completed.
• Use a high degree of tact, judgment and strong interpersonal skills to address timely correspondence, minimizing handling by the Executive Director.
• Manage occasional internal and external events (in‑person and virtual), including planning and managing vendors, venues, online platforms, guest lists and invites, run of shows.
• Organise and manage external, departmental and international meetings, including scheduling, drafting agendas, taking notes, reviewing action items and maintaining relevant documents.
• Follow up on assignments given by the Executive Director to direct reports and provide the Executive Director with periodic updates.
• Support the coordination of campaign and fundraising tasks including mailouts, guest lists, reports, updates, as required.
• Arrange couriers, order office supplies and support the Director of Finance and Administration with other office administration as required.
• Support effective functioning of the UK leadership team, scheduling meetings, preparing agendas and assisting with leadership travel bookings.
• Support the Director of Finance and Administration with coordination of occasional full‑team events and manage team travel bookings for international meetings.
• Assist the Director of Finance and Administration with other general financial, office and HR administration tasks.
• Travel occasionally, both nationally and internationally, to meet with team members and wider internal and external stakeholders.
• Other responsibilities as appropriate and necessary to achieve organisational objectives.

• At least 5 years of professional experience in executive assistant roles (essential), ideally with some experience and understanding of an NGO or Not‑For‑Profit working environment.
• Alongside required professional experience, proven relevant training courses and certifications will be advantageous, e.g. IEAA, Prince 2 or equivalent.
• Excellent computer skills, including confident proficiency in Microsoft Office Suite, especially Word, Outlook, PowerPoint and Excel.
• Demonstrable experience in project delivery and project management methods.
• Some previous experience of events planning and management is preferred.
• Ability to represent Oceana UK in a professional, diplomatic and responsive manner.
• Excellent written and verbal communication with wide‑ranging internal and external…