Executive Assistant

Background

Our Time Charity is a unique and pioneering organization dedicated to supporting children and young people who have parents with mental illness. Our mission is to ensure that these young individuals do not feel isolated, misunderstood, or overlooked, and to provide them with the tools and resources they need to thrive. We achieve this through innovative programmes, education, and advocacy, making a tangible difference in their lives.

Established in 2012, Our Time has grown from a small initiative into a nationally recognized charity. Our founders, driven by personal experiences and a profound understanding of the challenges faced by children of parents with mental illness, have created a compassionate and impactful organisation.

As a small, mission-driven charity, we are seeking a highly organised and reliable Freelance Executive Assistant to support our CEO and Operations Director, enabling them to focus on strategic delivery, fundraising, and programme development.

You will be confident, efficient, and values-driven, able to provide high-level administrative support and coordination. You will play a vital role in keeping our senior leadership organised and on track, ensuring smooth communication to enable the team to collaborate across all the activities and projects.

Key Responsibilites

This vital role will enable the leadership team to focus on strategic goals, fundraising, and programme delivery—by ensuring smooth day-to-day coordination behind the scenes. Working closely with the Operations Director, your responsibilities will include but are not limited to:

·       Provide direct administrative and scheduling support to the CEO and Operations Director.

·       Coordinate calendars, meetings, and travel arrangements.

·       Draft and proofread correspondence, reports, and presentations.

·       Manage digital filing systems and ensure documents are well organised.

·       Carry out ad hoc tasks and small projects to support the smooth running of the charity.

·       Coordinate and support the implementation and monitoring of internal policies.

·       Support recruitment and onboarding processes including DBS checks and safeguarding training.

·       Support the management of internal systems, team collaboration, and operational record-keeping.

Requirements

Essential:

·       Proven experience as an Executive Assistant or in a senior administrative support role.

·       Excellent organisational and time-management skills.

·       Strong written and verbal communication skills.

·       Confident working independently and managing a busy workload.

·       Professional, discreet, and experienced in handling confidential information.

·       A good working knowledge of Salesforce

·       Comfortable using Microsoft Office, Google Workspace, and virtual meeting tools (Zoom/Teams).

·       A strong interest in and alignment with Our Time’s mission and values.

Desirable:

·       Experience in the not-for-profit, mental health, or education sectors.

·       Familiarity with charity governance and trustee liaison.

·       Experience supporting remote teams and coordinating both hybrid and inperson events or meetings.

As a small team, we value individuals who are proactive, take personal responsibility, and are comfortable working independently. Each team member plays a crucial role in advancing our charity's mission to support children and young people with a parent struggling with mental illness.

We are fully remote and meet in-person approximately 2 – 3 times per year in a range of locations easily reachable by public transport (recently London and York).