Executive and Management PA

MAIN LOCATION: Contact

• RESPONSIBLE TO: Head of HR & Wellbeing

RESPONSIBLE FOR: n/a

• WORKS WITH: CEO, SLT, SMT, Board of Trustees

HOURS: Part Time 17.5 hours per week. As we work to 100:80:100 this equates to 14 hours worked per week. This would be worked across Tuesday - Friday mornings.

STATUS: Permanent

DEADLINE FOR APPLICATIONS: Sunday 2nd November 2025

Overview Of The Role

Offer administrative support, diary management and project tasks to the CEO, and to provide admin support and note-taking for Contact’s board of trustees.

Main Tasks

• Provide administrative support to the CEO including email management, workflow management, letter writing and filing
• Provide administrative support to the Board of Trustees, and support planning, room-booking and note-taking for Trustees’ meetings, including compiling and circulating paperwork in advance of meetings
• Assist with the preparation of materials for meetings and presentations
• Act as the first point of external contact for the CEO
• Maintain and manage the CEO’s diary, setting up meetings and appointments
• Arrange agenda items and provide note-taking/actions for SLT/SMT meetings
• Book travel and accommodation, and manage expenses for the CEO
• Deal with enquiries and liaise with a broad range of stakeholders, including being the first point of contact and signposting for trustees
• Undertake project work for the CEO, including research, stakeholder liaison and delivery

General

• Undertake any other duties that may reasonably be required in connection with the position.
• Keep up to date with developments within the arts and youth culture.
• Attend regular organisational meetings and team meetings as required
• Represent Contact at external events as required.
• Establish and maintain good working relationships with all Contact’s partner organisations.
• Get involved with creative work being presented by Contact by attending workshops, read-throughs, rehearsals and performances on a regular basis.
• Follow Contact’s Health & Safety policy, undertaking duties as required and ensure reasonable care is taken to maintain a healthy and safe place for public and staff.
• Actively commit to Contact’s Equal Opportunities policy and Contact’s Safeguarding of Young People policy.
• Actively commit to Contact’s anti- racism working practices.
• Advise and report regularly on activity as required by the wider Senior Management Team, Board and sub-boards, supplying any data required to meet funder reporting requirements.
• Provide mentoring and support to young people and on occasions deliver training/workshops in areas relevant to your job role.
• In line with Contact’s governance model, pro-actively engage young people in decision-making through consultations, young people’s panels and other mechanisms relevant to your job role.
• Manage all personal data in line with the General Data Protection Regulations, using the Spektrix database as directed.

Person Specification

Essential Criteria

• Support Contact’s vision and values and the work we do
• Support and commitment to Contact’s Equal Opportunities, Safeguarding and Anti-Racism Practices
• Support and commitment for working in an environment focused on young people (aged 13 – 30)
• Ability to work under pressure with the flexibility to adapt quickly to changing workloads
• Experience of working as a PA/administrator role with organisational experience
• Confidence in communicating with a wide range of people at all levels internally and externally for example stakeholders, young people and trustee members
• Proven level of strong computer literacy – using Microsoft Excel, Word, PowerPoint and Outlook
• Strong organisational and written skills –note taking skills
• Discretion particularly when handling sensitive or confidential information
• Ability to work independently in a fast-paced environment to deadlines with speed, accuracy and attention to detail

Desirable Criteria

• Experience of working within a creative or young people-focused organisation
• Accurate touch typing
• Experience of providing mentoring and support to young people