Executive Assistant / Governance & Meetings Coordinator

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  • Job type

    Temporary

  • Location

    Fareham

  • Working Pattern

    Part-time,

  • Specialism

    Personal Assistant / Executive Assistants

  • Industry

    Charities & Not For Profit

  • Pay

    TBC
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Executive Assistant / Governance & Meetings Coordinator

Your new company

You’ll be joining a respected, mission-driven organisation that provides housing, specialist support and life-changing services to people who are homeless, vulnerable or at risk of homelessness. The organisation works across Hampshire, Southampton, Portsmouth, Berkshire, the Isle of Wight and surrounding areas, helping individuals rebuild their lives through safe accommodation, practical support and personalised pathways towards independence. Their focus is on breaking the cycle of homelessness, poverty and exclusion by offering reliable, effective housing and support services that enable people to feel secure, valued and ready for the next steps in their journey.

Your new role

This is not a traditional Executive Assistant position. Instead, you’ll act as the operational and organisational backbone for key meetings, governance processes and executive support tasks, ensuring actions are completed and standards are maintained.
The core of the role is minute taking – accurate, confident and timely – across a regular schedule of internal and Board level meetings. You’ll ensure that meeting actions are followed through, policies are reviewed on time, and documentation is properly managed and tracked.
There will be some light Executive support, such as hotel bookings and coordinating practical arrangements, but no diary management or inbox management, and very little traditional EA work.

Because this is a temporary role (with the potential to become permanent), it requires someone who can hit the ground running with minimal training, take ownership, and work independently.

Key Responsibilities

  • Providing high quality minute taking for multiple meetings, including Board meetings.
  • Following up on meeting actions and proactively chasing progress.
  • Managing the policy register: circulating reviews, prompting stakeholders and ensuring deadlines are met.
  • Overseeing documents and leases for signature, including scanning, filing and database updates.
  • Coordinating Board-related tasks such as booking training sessions and supporting appraisal paperwork.
  • Undertaking basic administrative tasks for executives, including hotel bookings.
  • Ensuring all governance processes run smoothly and efficiently.
This role requires someone who is confident enough to prompt senior colleagues, ask direct questions such as “Has this been done?”, and ensure nothing slips through the cracks.

What you'll need to succeed

To thrive in this role, you will bring:

  • Strong, confident and accurate minute-taking experience – this is essential.
  • The ability to work independently with little hand holding, especially in the early weeks.
  • A proactive, assertive approach – someone who seeks information, chases actions and keeps processes moving.
  • Experience in governance administration, policy tracking or structured organisational processes (desirable but not essential if minute taking is strong).
  • Excellent organisational skills and attention to detail.
  • A calm, composed style that fits well with a laid-back management approach.
  • Availability to work every day, ideally 9am–2pm (or full time if preferred).
This role will suit someone who enjoys autonomy, structure and being the quiet force that ensures everything gets done.

What you'll get in return

  • Flexible part-time hours (e.g., 9am–2pm), with full‑time considered for the right person.
  • A supportive team environment where you are trusted to manage your own workload.
  • The opportunity to step into a critical role and make an immediate impact.
  • Temp to permit potential for individuals seeking long‑term stability.
  • A varied and meaningful position at the heart of the organisation’s governance.
  • Interviews are planned for the week commencing 7 April, with further conversations around 13 April.

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

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Talk to Louisa Mansbridge, the specialist consultant managing this position

Located in Southampton, 3rd Floor, One Dorset Street, SouthamptonTelephone 02382 020 105
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