Award-winning animal charity Pet Blood Bank UK is recruiting for the position of Executive Assistant to join our team in a hybrid role, combining office-based working in Dunfermline with home working. This is an exciting opportunity to support the Managing Director and senior team in a wide and varied range of tasks, helping Pet Blood Bank continue its lifesaving work across the UK. This is an administrative role where you can make a genuine difference to the lives of pets.

Background

Launched in 2007, Pet Blood Bank UK is the only charity that provides a blood bank service for all vets across the UK. As part of our charitable remit, our aim is to advance animal health and welfare and to relieve suffering by providing quick and convenient access to blood. Every unit of blood helps save up to four other lives, saving thousands of lives every year.

Our values

Caring. Pioneering. Real. These are the values Pet Blood Bank UK is built upon. Our values bind us together as a charity and guide everything we do. We expect every team member to know, understand and embody our values, helping to build our reputation as a pioneering, caring and practical charity. Read more about our values.

What you’ll do

• Proactively manage the Managing Director's diary, meetings, and priorities, ensuring effective planning and use of time.
• Prepare agendas, papers, briefings, and minutes, maintaining accurate records and tracking actions to completion.
• Support the Managing Director with research, data analysis, presentations, and reports to inform strategic decision-making.
• Coordinate travel, expenses, and administrative support for the Managing Director, Trustees, and Senior Management Team.
• Monitor organisational contracts, insurance, and key corporate responsibilities, supporting compliance and governance.
• Act as the central liaison between the Managing Director, department heads, and external Health and Safety Advisers, coordinating actions and monitoring progress.
• Support the administration of IT systems, Microsoft 365, equipment, and user accounts, working closely with external IT providers.
• Maintain accurate records, documentation, and confidential information in line with data protection requirements.
• Build positive working relationships across the organisation, acting as a key point of contact for colleagues, Trustees, and external stakeholders.
• Provide flexible, high-quality executive and administrative support, contributing to the smooth running of the organisation and supporting wider organisational priorities as required.

What we need

We're looking for a proactive, highly organised individual who thrives in a fast-paced environment and enjoys supporting senior leaders. You'll be confident managing competing priorities, handling confidential information with discretion, and building positive relationships across the organisation.

We’re looking for someone who has:

• Experience in an Executive Assistant, Personal Assistant, or senior administrative role.
• Excellent organisational, planning and time management skills, with the ability to prioritise competing demands and work independently.
• Strong Microsoft Office skills (particularly Excel) and confidence using a range of digital systems.
• Excellent written and verbal communication skills, with experience preparing reports, presentations, meeting minutes, and executive summaries.
• Strong analytical skills, with a keen eye for detail and the ability to present information clearly.
• A professional, proactive, and discreet approach, with sound judgement and integrity when handling confidential matters.
• Strong interpersonal skills and the ability to build effective working relationships with colleagues, Trustees, and external partners.
• A genuine enthusiasm for working in the charity sector.

Desirable:

• A business or administration qualification (or equivalent experience).
• Experience of data analysis, Power BI, or other reporting tools.
• Knowledge of Health and Safety administration or compliance.
• Experience working within the charity or third sector.

What’s in it for you

In return, we offer full training, contributory pension scheme, lifestyle rewards, and 30 days annual holidays (pro rata, including bank holidays).

Further details

This is a part-time role working 26 hours per week, over 4 days (Mon –Thu). The suggested working pattern would be 9am – 4pm with a half hour lunch break, but we're happy to discuss the working pattern at interview.