Executive Administrator: Community Action Derby

Salary: £29,000 Pro Rata

Hours: 28 hrs per week, to be worked flexibly

Location: 30 Charnwood St, Derby

Deadline: 2 June 2026

Job summary:    

To provide a complete, confidential, effective and proactive personal assistant and secretarial service to the Senior Team at CA Derby and, where appropriate, the Chair or Trustees.  An important aspect of the role will be to manage communications between the senior staff, Board members and a wide range of other stakeholders, coordinate Trustee meetings and support the Senior team to provide a secretarial service to them.

Duties:

Senior Team / Management Board

• Maintain and organise electronic diaries and make appointments.
• Sort, date and prioritise all incoming mail, prepare outgoing mail and manage email for CEO and deputy CEO.
• Deal with internal and external telephone calls taking action as necessary.
• Take responsibility for correspondence from the Senior Team, which includes drafting and typing of letters and reports.
• To organise and facilitate Board and Senior mgmt. meetings.  This includes preparing the agenda and individual team reports, taking minutes and distributing papers.  Prioritising Board meetings (4 meetings per year which are usually held on Thursday evenings)
• Support with the preparation of the Annual General Meetings.   
• Preparing material, slides and overheads for presentations, using various Microsoft software packages.
• Organise and co-ordinate meetings, book rooms, arrange refreshments and prepare agendas.
• Attend internal and external meetings as minute taker as required.
• Assist with administration of records and returns for Companies House.
• Assist with data intel using the Civi-CRM system. 

HR / Recruitment

• Work with the Finance Director to maintain personnel files, including assisting with contracts for new starters.
• Lead of recruitment processes, including coordination, preparation and support for all recruitment.
• Work with the Finance Director to ensure the handbook is updated with all new policies and procedures. 

General

• Liaise with other staff and CVS members at all levels.
• The flexibility to work late when required.
• Work in accordance with the policies and procedures of CA Derby.
• Take responsibility for keeping a tidy office.

In addition, the post holder will be expected to carry out any other duties which fall within the scope of the post but not detailed in the above list. This job description is a summary of the main responsibilities and is not intended to be an exhaustive list of duties or tasks. It will be reviewed with the post holder from time to time by the CEO.

Download the full Job Description here.

If you're interested in this role, please email us at finance@communityactionderby.org.uk with your attached CV and a cover letter.