At the Holocaust Memorial Day Trust, we are building a diverse and inclusive team to support our core goal of “learning from genocide to build a better future”. We engage with communities of all faiths and backgrounds to educate on and commemorate the Holocaust and recent genocides.
Job purpose and role
To provide administrative and governance support to the Chief Executive (CEO) and the Trustees of the organisation. To provide support to the Chief Operating Officer (COO) and work with the Operational team.
Main Responsibilities
Support CEO
- Provide all necessary administrative and secretarial support for the CEO, including diary and meetings management
- Coordinate travel arrangements and prepare itinerary (national and international)
- Manage correspondence, reports, documents and undertake desk research as required
- Prepare presentations, briefings, and other materials for meetings and events
- Ensure follow-up on key actions and decisions arising from meetings or communications
Governance support
- Arrange and manage Trustee and Committee meetings and away days including venue booking, preparation of agenda and papers, and minute taking
- Ensure all relevant trustee documents are signed and stored appropriately
- Act as first point of contact for trustees
- Coordinate trustee recruitment interviews and induction as required
- Support the Chief Operating Officer in maintenance of statutory systems relevant to a registered charity, e.g. register of Trustee
- Coordinate and manage any necessary follow-up actions from Trustee meetings
- Facilitate the preparation of the annual report and accounts for Trustees’ approval
Other
- Provide secretariat support to various groups
- Provide support to the Operations team with enquiries management, administrative assistance and event organisation
- Work as part of the HMDT team to realise the charitable aims and Holocaust
- Memorial Day Trust organisational strategic plan
- To undertake any other duties which may reasonably be requested
- Reviewing and improving/developing governance processes and documentation.
Personal Specification
1. Experience of supporting and working with senior stakeholders
2. Computer literate (MS suite, SharePoint, Salesforce etc)
3. Ability to multi-task and prioritise effectively
4. Strong attention to detail
5. Strong verbal and written communication skills
6. Ability to work independently and as part of a team
7. Strong interpersonal skills and ability to build positive relationships with internal and external stakeholders
8. Absolute discretion and ability to handle confidential information with integrity
9. An interest in and commitment to the values of HMDT
10. Understanding of and commitment to diversity and inclusion