Executive Assistant

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 role supports 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.

About Us

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

Values

Caring, Pioneering, Real.

Responsibilities

• Proactively manage the Managing Director's diary, meetings, and priorities.
• 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 for 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 in partnership 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 broader organisational priorities as required.

Required Qualifications and Skills

• Experience as 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.
• 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.

Desired Qualifications and Experience

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

Benefits and Working Hours

• Full training, contributory pension scheme, lifestyle rewards and 30 days annual holiday (pro rata, including bank holidays).
• Part‑time role: 26 hours per week over 4 days (Mon‑Thu). Suggested pattern 9am–4pm with a half‑hour lunch break; flexible arrangements can be discussed.