Executive Personal Assistant (Maternity Cover) – 12 month fixed term contract

Executive Personal Assistant to Chief Executive Officer (CEO) and Chief of Programmes (CoP)

12-month fixed term contract. Maternity cover. Full Time (40 hours p/w)

Location: Hybrid (home working, travel to our Wilton / London offices and CEO home where required)

Salary: £38,000 – £42,000 depending on experience

About HALO

The HALO Trust is the world’s largest and oldest international humanitarian mine action charity. Our mission is to save lives and restore livelihoods for those affected by conflict. HALO is known for its work to clear landmines as well as the disposal of other explosive hazards such as bombs, rockets, and improvised explosive devices (IEDs). HALO was established in Afghanistan in 1988 and now employs over 11,000 staff across 32 countries and territories.

About the role

The HALO Trust is seeking an Executive Personal Assistant to support the CEO and CoP on a 12-month maternity cover contract.  

Key Responsibilities

• Provide high-level administration support of a complex nature, including planning, coordinating, organising and producing work that requires discretion and confidentiality at all times.

• Extensive diary management for the CEO and CoP.
• Manage complex international travel for the CEO and CoP – including the organisation of visas, flights, accommodation, producing travel packs and itineraries as required.
• Highlight important tasks and deadlines requiring CEO and CoP action.
• Board Member liaison and support, including arranging meetings and facilities where required.
• Screen phone calls, enquiries and requests, and handle them when appropriate.
• Organise meetings and ensure that the CEO and CoP is adequately prepared with briefing notes and materials.
• Prepare agendas and documentation for meetings and take accurate minutes.
• Handle all correspondence, responding on behalf of and drafting responses for the CEO and CoP as appropriate.
• Inbox/email account management – flagging and monitoring any urgent items.
• Maintain confidential and sensitive information.
• Build and maintain key internal and external relationships.
• Research and collate information in order to create detailed reports as directed.

• Prepare, reconcile, and submit expense reports.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
• Assist with any CEO personal projects and travel as required.
• Line management of the Wilton/London Office Manager.

Who we’re looking for:

Key skills required:

• Experienced PA to senior leaders.
• Understands and appreciates the importance of using discretion and keeping confidentiality.
• Meticulous attention to detail.
• Exceptional organisational skills, with the ability to manage multiple tasks under pressure.
• Excellent verbal and written communication skills.
• An ability to work autonomously with minimal supervision.
• Proactive, flexible, taking initiative and actions.
• Proficient knowledge of MS Office 365, specifically Outlook, Teams, Word, PowerPoint, Excel and SharePoint. Knowledge of Apple software is advantageous.

All HALO staff are expected to undertake the following general duties:

• Work within the framework of HALO’s core values, promoting its ethos and mission statement.
• Work towards achieving programme and/or group business plan objectives.
• Ensure familiarity with and adhere to all HALO policies and procedures and keep informed of HALO activities.
• To discharge duties and responsibilities under HALO’s Health and Safety Procedures which may include Risk and COSHH Assessments and participation in evacuation procedures as necessary. 
• This job description is intended to summarise the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All HALO staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.

At The HALO Trust, we strive to live by our values, where every staff member is valued. We offer an inclusive working environment where staff treat one another with dignity and respect.

HALO offers a friendly, welcoming and supportive place to work and as part of the HALO team you can enjoy a variety of benefits, which include:

• Competitive salary (up to £42,000 depending on experience)

• Excellent opportunities for career progression.
• Contributory pension, HALO will match up to 5% of contributions
• 25 days annual leave and 8 Public Holidays
• Non-contributory Life assurance
• Occupational Health Services
• Private Medical insurance
• Flexible Working
• Cycle to work scheme

How to apply:

Please submit a CV (no more than 2 pages) and a cover letter (no more than 1 page) outlining how your experience matches the key skills and competencies required by 3rd October 2024. Applications without a cover letter tailored to this position will not be considered.

We reserve the right to amend the closing date depending on the number of applications received.

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and well-being of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviours which challenge this.