1. Job Title
Executive Assistant
2. Reports To
Business & Property Manager
3. Direct Reports
None
4. Job Purpose
To provide high-level executive and administrative support to the CEO, ensuring the smooth day-to-day running of the organisation. The Executive Assistant acts as the CEO's primary point of organisational support, managing schedules, communications, meetings and priorities, while also overseeing key administrative and finance processes that enable Axis to operate efficiently, accurately and compliantly.
The role requires exceptional organisational skills, discretion, initiative and attention to detail, with responsibility for supporting governance, financial administration, HR administration and office management.
5. Key Responsibilities
Executive Support to the CEO
- Manage the CEO's diary, appointments and meeting schedule.
- Prioritise correspondence, emails and telephone enquiries on behalf of the CEO.
- Prepare agendas, reports, presentations and briefing papers.
- Organise internal and external meetings, including Board and Trustee meetings where required.
- Take accurate meeting minutes and ensure actions are tracked and completed.
- Support the CEO with project coordination and organisational priorities.
- Maintain strict confidentiality regarding organisational and personnel matters.
- Act as the first point of contact for the CEO with internal and external stakeholders.
Finance Administration
- Process purchase invoices, expense claims, petty cash and receipts.
- Process supplier payments through online banking in accordance with financial procedures.
- Record and reconcile financial transactions using Xero or equivalent accounting software.
- Process Housing Benefit receipts and maintain accurate rent account records.
- Investigate payment discrepancies and liaise with relevant agencies where required.
- Upload payroll journals and reconcile company credit card statements.
- Assist with cashflow monitoring and monthly financial reporting.
- Maintain invoice logs and supporting documentation.
- Support external accountants, auditors and year-end financial processes.
HR & Personnel Administration
- Prepare employment contracts and new starter documentation.
- Maintain staff records within BrightHR, BrightSafe and other HR systems.
- Support recruitment administration, onboarding, DBS monitoring and training records.
- Monitor annual leave, sickness and appraisal documentation.
- Ensure personnel records remain accurate, secure and GDPR compliant.
Office & Business Administration
- Manage reception duties, incoming calls and visitors.
- Maintain physical and electronic filing systems.
- Ensure records relating to staff, service users and properties are accurate and compliant.
- Order office supplies, PPE and equipment.
- Maintain equipment and key registers.
- Coordinate travel, accommodation and meeting logistics where required.
- Support organisational events, staff meetings and training sessions.
Governance & Compliance
- Assist with preparation of documentation for audits, inspections and regulatory reviews.
- Support the CEO in preparing reports for Trustees and commissioners.
- Maintain confidentiality and compliance with GDPR, safeguarding and organisational policies.
- Ensure administrative systems remain accurate, organised and up to date.
6. Key Relationships
- Chief Executive Officer
- Business & Property Manager
- Board of Trustees
- Finance providers, accountants and auditors
- Local Authority Housing Benefit teams
- Landlords, contractors and suppliers
- All Axis staff
- External HR, IT and professional service providers
7. Objectives & Key Results (OKRs)
- CEO diary managed efficiently with meetings organised accurately and on time.
- 100% of invoices processed within five working days.
- Financial records maintained accurately with monthly reconciliations completed by agreed deadlines.
- Staff records maintained with 100% compliance for new starters.
- Trustee and leadership meeting papers prepared within agreed timescales.
- Zero GDPR breaches or significant administrative compliance issues.
- Positive feedback from the CEO regarding responsiveness, organisation and communication.
- Successful support of annual audit with no critical findings.
8. Person Specification
Essential
- Previous experience as an Executive Assistant, Personal Assistant or Senior Administrator or other similar role/experience.
- Excellent organisational and time management skills.
- Experience of financial administration and bookkeeping.
- Experience using accounting software such as Xero.
- Strong Microsoft Office skills, particularly Outlook, Word and Excel.
- Excellent written and verbal communication skills.
- Ability to work independently, prioritise workload and manage competing deadlines.
- High level of discretion when handling confidential information.
- Strong attention to detail and accuracy.
Desirable
- Experience working within the charity, housing or social care sector.
- Knowledge of Housing Benefit processes.
- Experience using BrightHR or similar HR systems.
- Experience supporting Boards or Trustees.
- Project coordination experience.
9. Other Requirements
- Primarily office-based in Leeds with flexibility for hybrid working where appropriate.
- Occasional attendance at evening meetings or organisational events.
- Ability to work flexibly to support the CEO and organisational priorities.
10. Terms & Conditions
Salary: £30,000
Hours: 37.5 per week
Location: Leeds
Contract Type: Permanent
Probation Period: 4 months
Notice Period: 2 months
11. Compliance and Conduct
The Executive Assistant / Personal Assistant to the CEO is expected to uphold the highest standards of professionalism, confidentiality and integrity at all times. The postholder must comply with all Axis policies relating to GDPR, safeguarding, financial procedures, health and safety, equality, diversity and inclusion, and professional conduct. As a trusted representative of the CEO, discretion, reliability and sound judgement are fundamental requirements of the role.
Please send your CV and a personal statement of how you meet the criteria to [email protected]. Closing date is 30th July 2026 at Midday.
Pay: £30,000.00 per year
Benefits:
- Casual dress
- Company pension
- Free parking
- Work from home
Work Location: In person
