Executive Assistant and Governance Administrator

Soil Association

Hours
35 hours per week

About the Organisation

Soil Association, formed in 1946, is the only UK charity that works across the spectrum of human health, the environment, and animal welfare. That’s because we cannot tackle these issues in isolation. We campaign for change, we support farming innovation, we serve healthy food in communities, we support and grow the organic market, and we protect forests. We couldn't do any of this without our supporters, partners, donors, and dedicated staff. We make a difference in the world where it’s needed the most.

About the role

We’re looking for an exceptional Executive Assistant and Governance Administrator to support the Group Finance & Resources Director in a high‑impact, fast‑paced role. Acting as a trusted partner, you’ll provide proactive, confidential support and help coordinate priorities across a complex, organisation‑wide portfolio. From managing a dynamic diary and preparing high‑quality briefings to coordinating meetings, events, and governance activity, you’ll be central to how the directorate operates. You’ll also support a variety of committees and working groups, ensuring actions are tracked and decisions are effectively delivered. This is a great opportunity for someone who thrives on variety, enjoys responsibility, and wants to make a real impact.

Responsibilities

Executive Support to the Group Finance & Resources Director:

• Provide high-level executive support to the Director, managing a complex schedule across multiple business functions, subsidiaries, and stakeholder groups
• Proactively manage and coordinate a multi-priority, fast-moving diary, acting as a gatekeeper to ensure alignment with organisational objectives and competing business demands
• Deliver planning and visibility of upcoming commitments, highlighting risks, pressures, and conflicts
• Ensure the Group Finance & Resources Director is fully prepared for all internal and external engagements through the delivery of structured briefings, background materials, agendas, talking points and decision-supporting documentation

Managing Meetings and Actions:

• Structure agendas to ensure focused, outcome-driven discussions
• Capture outputs, using AI tools where appropriate, ensuring accuracy and clarity, identifying emerging issues, risks, and Soil Association Job Description opportunities requiring the Director’s attention, and proactively recommending actions or solutions
• Translate discussions into clear actions, ownership, and deadlines
• Proactively monitor, track, and follow up actions, ensuring appropriate accountability across multiple entities within the Group

Governance Committee Administration:

• Support the Senior Executive Assistant in governance processes across committees (People & Culture, Finance, Audit & Risk, and Governance) to enable good governance and support to the Board of Trustees
• Lead coordination of subcommittees and working groups, including Health & Safety, Safeguarding, and GDPR
• Coordinate and collate company risk registers
• Manage and deliver forward plans, timelines, and submission deadlines across committees
• Assemble and manage committee papers, taking responsibility for ensuring they are complete, accurate, and submitted to a high standard on time
• Support the drafting and refinement of reports and policies
• Develop tools to support governance processes and policy tracking

Directorate Support:

• Act as a coordination point across Finance, People, IT, Digital, and Facilities teams to enable the development of shared solutions and effective delivery
• Support complex communication and alignment across teams

Events:

• Organise Group Resources team meetings, away days, and social events to facilitate team communication and ensure departmental collaboration
• Coordinate organisation-wide events, ensuring effective planning and delivery, and working within set parameters to ensure best value for the event

Data / Reporting:

• Collate and summarise information from across teams to support oversight of priorities and develop and implement improved ways of working to facilitate effective leadership, governance, and engagement
• Highlight and escalate key issues, risks, or emerging themes for the Group Finance & Resources Director.

Confidentiality and Accuracy:

• Consistently produce accurate, high-quality work with strong attention to detail
• Handle sensitive and confidential information with discretion and sound judgment

Skills, Competencies, Experience & Attributes

Knowledge & Experience Essential:

• Significant experience providing comprehensive, professional, executive-level administrative or secretariat support in a busy environment
• Significant experience managing complex diaries and coordinating meetings
• Extensive experience preparing agendas and meeting packs, taking accurate minutes, and summarising discussions
• Extensive experience working with a range of stakeholders, including senior managers and directors
• Significant experience using digital and AI tools to support note-taking, document preparation, and organisation
• Extensive experience supporting governance or committee processes
• Extensive experience working in a complex organisation, such as a charity, public sector, and multi-functional environment, and coordinating activities across multiple teams or functions
• Extensive experience organising internal events and managing projects
• Good knowledge and understanding of managing sensitive, confidential information in accordance with GDPR and other related legislation or requirements

Personal Qualities & Skills:

• Outstanding organisational and prioritisation skills, with the ability to manage multiple demands effectively
• High level of accuracy and attention to detail
• Outstanding written and verbal communication skills, with the ability to draft and tailor high-quality correspondence and presentations
• Ability to track and follow up actions, ensuring tasks are completed
• Demonstrates sound judgement and reliability when supporting senior leaders
• Demonstrates the ability to handle sensitive information with integrity and confidentiality
• Builds effective working relationships across teams and with senior stakeholders. Calm, organised and able to work under pressure
• Willingness to learn and take on new tasks
• Extensive knowledge of the Microsoft Office suite (Word, Excel, PowerPoint and Outlook), project management tools, and the ability to quickly learn new software
• Ability to handle data and compile and organise information from multiple sources
• Self-motivated and able to work proactively with minimal supervision
• Ability to thrive in a fast-paced, ever-changing environment, work under pressure, remain calm, and take initiative when solving problems and managing time-sensitive tasks

Desirable:

• Experience and knowledge of supporting HR and Health and Safety processes and activities

Compensation & Benefits

• 27 days annual holiday increasing to 30 days with length of service , plus bank holidays (pro rata for part-time)  
• Pension scheme with ethical investment options and employer contribution increasing with length of service  
• Free membership of the Soil Association and discounts on organic produce  
• Volunteer days to give back to the local community or support green initiatives  
• Family-friendly policies and flexible working   
• Cycle to work scheme 
• Probationary period 6 months
• Notice period 1 month
• Sociable and engaging workplace of professionals that share a passion for a healthy, sustainable lifestyle and produce  

Working locations

• Hybrid model, working in the Bristol office and remotely

How to apply

• Apply online to submit your CV and Cover Letter. Please note we look at applications on arrival and reserve the right to close this vacancy early. 
• For any queries, please contact [email protected] 

Interviews

• Interviews will take place at our Bristol office on 15th July 2026
• Please check your junk/spam folder if you do not receive a confirmation email upon submitting your application. All candidates will subsequently receive an email to confirm whether they have made it through to the interview stage.

Policies

We know the value of diversity in nature and want it in our organisation. We recognise that diverse backgrounds and experiences will bring a fresh perspective to our work. If you're not sure about applying, please get in touch with us for a chat. Thank you for your interest in supporting our work at the Soil Association.

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