Executive Assistant to the Chairman

Established in 2001, Ummah Welfare Trust is a UK-based international relief and development charity. Inspired by
the Islamic teachings of empathy, generosity and selflessness, the trust aims to alleviate poverty and suffering
across the world, and also ensuring that the rights of those who are neglected and oppressed are fulfilled by
providing sustainable development solutions relating to shelter, education, health, and spiritual wellbeing.

Knowing that we are all ultimately accountable to the Almighty, the charity strives to maintain transparency and
accountability, and as such the charity also has a full and transparent audit trail from the donor to the beneficiary., UWT are searching for an Executive Assistant to provide high level confidential support to the Chairman by
providing a full secretarial and administrative service. Ensuring that effective planning and administrative systems
are in place and maintained efficiently and effectively.

The successful candidate will provide comprehensive administrative support to the Chairman, contributing to the
smooth functioning of executive-level operations. This role offers an exciting opportunity to gain exposure to
various aspects of business management and leadership.

OVERALL DUTIES

Executive Support:

• Assist the Chairman in managing schedules, appointments, and communications.


• Handle email correspondence and prioritise tasks to ensure timely responses.


• Prioritise inquiries and requests while troubleshooting potential conflicts with little guidance.


Administrative Functions:

• Manage and maintain executive calendars, ensuring accurate and up-to-date scheduling.


• Coordinate travel arrangements, accommodations, and itineraries for the Chairman.


• Prepare and submit expense reports, tracking receipts and reimbursements.


Communication Liaison:

• Act as a liaison between the Chairman and internal/external stakeholders.


• Draft, proofread, and edit agenda, correspondence, minutes, briefings, presentations, reports, and other

documents.

• Screen phone calls and handle inquiries with professionalism and discretion.


Project Coordination:

• Support the Chairman in the execution of special projects and initiatives.




• To attend meetings and take accurate minutes, note action points and follow-up within specified

deadlines;

• Collaborate with various departments to gather information and facilitate project progress.


• Ensure deadlines are met and project objectives are achieved.


Data Management:

• Maintain confidential and sensitive information with the utmost discretion.


• Organise and manage documents, files, and records for easy retrieval.


Governance:

• Maintain and manage the schedule of all regulatory filings and communications, including with the

charity commission and companies house and other regulatory bodies;

• Preparing corporate documents;


• Maintain a central register of all approved organisational policies and procedures, ensuring version

control, and manage the rolling schedule of required updates and re-approvals.

• Maintain an electronic filing system, to ensure confidential and sensitive files/information are

appropriately filed and compliant with governance procedures as necessary.

This post is subject to a Disclosure and Barring Service (DBS) check., Qualifications Educated to A level, NVQ level 3 or equivalent Essential
Islamic Studies graduate Desirable
High proficiency in verbal and written communication in English, Arabic Essential
and Urdu
Qualified or trained in any of the following: business administration, Desirable
human resources, health & safety, facilities management
Experience Demonstrable experience of administrative support at executive level Essential
Experience of managing meeting including formal minute taking Essential
Experience of providing governance support Essential
Experienced in working with people at all levels in an organisation Essential
Experience of line management of staff Essential
Portfolio-programme-project management experience Desirable
Experience of financial management (budgets, cashflows etc.) Desirable
Experience of implementing strategic and operational plans, and of using Desirable
strategic plans to set business and operational objectives
Skills / Very organised, with excellent time management skills Essential
Abilities Ability to prioritise work/competing priorities in a busy and changing work Essential
environment under high pressure
Good interpersonal skills with ability to form effective working Essential
relationships with people at all levels
Excellent verbal and written communication skills Essential
Ability to handle confidential information with discretion. Essential
Strong data entry, note taking and record keeping skills Essential
Positive attitude when working individually and with others, with an Essential
adaptable and flexible working style
Pro-active approach to work and problem solving, with the ability to Essential
identify and address issues before or as they occur
Proficiency in using Microsoft Office Packages - Word and Excel Essential
Knowledge Good understanding of general secretariat, office administration and Essential
and premises maintenance
understanding Able to demonstrate that you are familiar with the legal responsibilities of Essential
a Company Secretary
Able to demonstrate and apply knowledge and understanding of Desirable
legislation affecting charities, companies and workplaces, including charity
and company law, employment law, data protection legislation and
equalities legislation
Demonstrable knowledge and experience of the charity sector Desirable
Other Personal conduct and delivery of work should comply with the values and Essential
culture of Ummah Welfare Trust
The ability to adapt working hours to meet the requirements of the Essential
organisation.