Job Summary - will consider full time 37.5 hours or 30 hours part time ( salary range is for Full time)
Dentaid is a UK dental charity working to improve access to oral health care for underserved communities, through international volunteer-led programmes and UK-based outreach. The Executive Assistant to the Chief Executive provides high-level personal and administrative support to the Chief Executive and senior team, acting as a trusted right hand across governance, partnerships, and day-to-day operations, while also overseeing the smooth running of Dentaid's office. This is a varied role suited to someone who enjoys working closely with a Chief Executive across strategic, governance, and operational matters, and who can move comfortably between board-level discretion and hands-on office administration.
Key Responsibilities
EA to the Chief Executive and senior team
- Manage the Chief Executive's diary, prioritising and reconciling competing demands across Dentaid, trustee, and external partner commitments.
- Act as the Chief Executive's first point of contact, screening and triaging emails, calls, and requests with judgement and discretion.
- Schedule Board and sub-committee meetings and prepare any relevant papers, including agendas, briefing notes and any other papers as required ahead of trustee and board meetings, and attend to take minutes and track actions to completion.
- Coordinate travel and logistics for the Chief Executive and other senior members of the team
- Handle sensitive and confidential matters with absolute discretion.
- Support the Chief Executive's engagement with trustees, the Chair, and prospective board members, including coordinating recruitment processes and induction.
Office Management
- Oversee the day-to-day running of Dentaid, ensuring an efficient, welcoming, and well-organised environment for staff, trustees, and visitors.
- Manage office supplies, equipment, and vendor relationships, and coordinate any maintenance or health and safety requirements.
- Manage the purchasing, set up and re purposing of IT equipment including mobile phones for new staff
- Maintain office procedures, administrative systems, and record-keeping in line with charity governance and data protection requirements.
- Monitor office-related budgets and approve routine expenditure, liaising with finance colleagues as needed.
- Organise internal meetings, staff gatherings, and events
- Act as the first point of contact for office-related queries from staff, trustees, and visitors.
- Co-ordinate and implement the insurance renewals across the business liaising with subject experts i.e. fleet supervisor for vehicles
- Coordinate the management of the Risk register for the organisation
- Co-ordinate and manage Cyber Essentials accreditation
- Manage the review of Policies and Procedures across Dentaid working with subject experts to keep on track and ensuring we are compliant with review dates
- Administrative & Operational Support
- Maintain accurate records, databases, and filing systems, including trustee and governance documentation.
- Assist with procurement, invoice processing, and contract administration, including partnership and outreach agreements.
- Provide administrative support to HR, finance, and programme teams as required.
- Identify and implement improvements to administrative processes to increase efficiency across the charity.
Qualifications & Experience
- Proven experience as an Executive Assistant, PA, or Office Manager, ideally supporting a Chief Executive or senior leader.
- Experience within the charity, non-profit, or healthcare sector is desirable, though not essential.
- Comfortable supporting governance processes, including board and trustee meetings.
- Strong proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams).
- Excellent organisational, time-management, and multitasking skills, with the ability to manage competing priorities.
- Strong written and verbal communication skills, with a natural, unforced writing style.
- Able to work independently, exercise sound judgement, and handle confidential and sensitive information with discretion.
- Event planning and project coordination experience is an advantage.
Key Competencies
- Exceptional attention to detail
- Discretion and trustworthiness
- Strong organisational skills
- Sound judgement and problem-solving
- Relationship building with trustees, partners, and staff
- Adaptability and resilience
- A genuine interest in Dentaid's mission and international programmes
Pay: £35,000.00-£40,000.00 per year
Benefits:
Experience:
- Office management: 2 years (preferred)
- Executive Assistant: 2 years (preferred)
Work Location: In person
