Executive Assistant to CEO

A key support to our CEO as we accelerate the growth of Chapter Zero - a philanthropically funded organisation whose purpose is to equip and inspire non-executive directors to lead on climate from the boardroom.

Reporting directly to the CEO, and supporting the COO with operational requirements, the Executive Assistant will provide executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the CEO.

The Executive Assistant also serves as a liaison to the Board of Directors and senior leadership team; organising and coordinating Board and Committee meetings and overseeing special projects.

About Chapter Zero

Chapter Zero exists to equip and inspire non-executive directors (NEDs) and chairs to lead on climate from the boardroom. Our membership of more than 3000 includes representation from over 70% of the FTSE 350. Working with a network of strategic partners, we deliver toolkits, masterclasses, and expert briefings for our members, helping them lead their companies to transition to the net zero economy.

We are a not-for-profit and are philanthropically funded through our partnership with The University of Cambridge. We are part of an international network managed by the Climate Governance Initiative - an initiative developed under the auspices of the World Economic Forum, comprising 33 Chapters in 73 countries.

We are a high collaboration team, with a core team of 12 employees, 30 Fellows, our Supporting Chairs, over 50 partners and governed by our very active and approachable board.

The role

Title: Executive Assistant to CEO

Start date: January 2025

Contract: Full time

Location: UK / hybrid, minimum 1 day per week at Chapter Zero's office at the Institute of Directors, Pall Mall, London

Salary: Up to £50,000 per annum

Your responsibilities:

• CEO Executive Support Overview
• Complete a broad variety of administrative tasks for the CEO including managing an active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging itineraries and agendas
• Planning, coordinating, and ensuring the CEO's schedule is followed and respected.
• Communicating directly, and on behalf of the CEO, with Board members, partners and others on matters related to CEO's programmatic initiatives.
• Researching, prioritising, and following up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
• Determining appropriate course of action, referral, or response.
• Providing a bridge for smooth communication between the CEO and the COO; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Working closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
• Acting as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Successfully completing critical aspects of deliverables with a hands-on approach and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritising conflicting needs; handling matters expeditiously, proactively.
• When time allows managing a variety of special projects for the CEO, some of which may crucial impact e.g. the successful targeting of FTSE 350 NEDs

Day-to-day Executive Support Overview

• Supporting management of CEO email inbox and prioritisation
• Forward planning the CEO's schedule coordinated with the 'big picture' work programme led by the COO to avoid 'crunch' weeks
• Use time blocking linked to email prioritisation to manage the CEO's schedule and inbox, assessing areas for delegation with the COO
• Facilitate communications and oversee administrative tasks, preparing and editing correspondence, reports, and presentations.
• Managing confidential information. Reacting promptly to CEO queries
• Serve as a liaison between CEO and Board/team/strategic advisors/internal and external stakeholders
• Foster a positive environment, helping to create a supportive and motivating environment for the CEO and team
• Supporting projects as required

Board & Committee Support Overview

• Scheduling board / committee meetings
• Coordinating, collating, and administering board documentation via Board Intelligence
• Compiling Board and Committee meeting minutes and agendas

Operations Support Overview

Office management / administration:

• Manage use of our office and equipment scheduling team days and away days
• Management of monthly / annual subscriptions
• Point of contact for office provider
• Reconciling team expenses

HR / Recruitment:

• Administration for new recruitment including, advertising/candidate management/scheduling, interviews/onboarding & induction document drafts
• When HR and wellbeing strategies are defined by COO, support will be defined.
• Align external support/set up for finance/HR/IT requirements
• Administration for team annual leave requests
• Planning and coordinating team social events

Essential skills, knowledge and experience:

• Proven experience of working with C-Suite and Board members
• Highly organised with strong written communication, administrative and organisational skills
• Attention to detail and service orientation
• Anticipates where possible and reacts where necessary
• Comfortable with technology
• Professional at all times
• Resilience and backbone
• Positive role-modelling and leadership for the team, even in time of pressure
• Gravitas and experience providing confidence to stakeholders, especially in written communication
• Ability to navigate complex and often competing priorities in a fast-paced environment
• Ability to exercise good judgement
• Ability to work independently on projects from conception to completion
• Handling a wide variety of activities and confidential matters with discretion

Desired skills and experience:

• Experience working in a blue-chip commercial environment
• Experience working in a small high-growth environment

Rewards and benefits

A competitive salary of up to £50,000, with the ability to work mainly remotely.
You must be able to work a minimum of 1 day a week at our offices in central London and occasionally 2 days a week, such as for Board Meetings or events.

Benefits include up to 25 days holiday plus office closures which can add more than 2 additional weeks, 5% employer pension contribution, life assurance and Medicash plan.

What happens next?

If this could be the next step in your journey, please send a pdf version of your CV and cover letter via the button below by 23:59 GMT on Sunday 8 December. Please use "Executive Assistant application" as the subject line.

Interviews will take place in person in central London on Friday 13 December.

All applications will be considered, and we will try our very best to respond to you within 72 hours of receiving your application.

At Chapter Zero we are committed to creating an inclusive culture that is grounded in our purpose to shape a better world. We welcome candidates from all backgrounds. We are committed to making all stages of our recruitment process accessible to candidates with disabilities. Please speak to us and we will work with you to make reasonable adjustments to ensure you can perform at your best throughout your application.

Candidates must be eligible to work in the UK.

Stay safe online - Chapter Zero will never ask for payment or your bank details as part of our recruitment process.