Job Description
Executive Assistant
Ummah Welfare Trust is seeking an experienced Executive Assistant to provide high-level administrative, governance, and operational support to the Chairperson and Board of Trustees. This role plays a key part in ensuring effective governance, compliance, executive coordination, and strategic administration across the organisation.
The successful candidate will work closely with senior leadership, supporting executive decision-making, board administration, governance processes, compliance requirements, and day-to-day executive operations.
Key Responsibilities
Governance & Board Support
Support the Chairperson and Board of Trustees in governance activities and organisational development.
Coordinate trustee meetings, agendas, minutes, and governance documentation.
Assist with governance, charity secretarial, and compliance functions.
Maintain regulatory filing schedules and liaise with relevant regulatory bodies.
Monitor organisational policies and governance frameworks.
Support organisational risk management and compliance activities.
Prepare reports, briefings, and governance documents for senior leadership.
Executive Support
Manage executive calendars, meetings, appointments, and communications.
Act as a primary point of contact on behalf of the Chairperson.
Handle and prioritise email correspondence and incoming requests.
Coordinate domestic and international travel arrangements.
Prepare expense reports and maintain accurate records.
Assist with scheduling and administrative coordination across departments.
Administration & Operations
Analyse organisational performance data and prepare executive reports.
Maintain confidential records and sensitive information.
Support strategic planning and operational decision-making.
Work collaboratively with senior managers across multiple departments.
Ensure compliance with organisational policies and legal requirements.
Requirements
Essential
Degree-level education or equivalent experience.
Previous Executive Assistant or senior administrative experience.
Experience supporting senior executives, trustees, or boards.
Experience managing meetings and taking formal minutes.
Strong organisational and diary management skills.
Excellent written and verbal communication abilities.
Ability to manage multiple priorities and meet deadlines.
Strong problem-solving and decision-making skills.
High proficiency with Microsoft Office applications.
Ability to work independently and maintain confidentiality.
Desirable
Qualification in Business Administration, Human Resources, Health & Safety, or Facilities Management.
Islamic Studies background.
Project, programme, or portfolio management experience.
Financial management experience.
Knowledge of charity governance and charity law.
Experience working within the charity sector.
Benefits
Opportunity to work closely with executive leadership.
Exposure to strategic organisational management.
Meaningful work within an international humanitarian charity.
Professional development and training opportunities.