Executive Assistant

About Us

My Life My Say is a youth-led, non-partisan charity on a mission to empower every young person to participate in democracy. Through award-winning programmes such as the Democracy Cafés, Give An X Campaign, and Next Gen Conference, we are shaping a generation of active, informed, and engaged citizens. With our new Co-CEOs and ambitious growth plans, this is a pivotal moment to join our movement.

Scope of the Role

We are seeking a dynamic and highly organised Executive Assistant to support our Co-CEOs and contribute to the smooth running of our fast-paced, mission-driven organisation. This is a unique opportunity to work at the heart of MLMS, supporting senior leadership, driving operational excellence, and helping deliver youth-led programmes and events that influence national conversations.

Key Responsibilities

Executive Support:

Provide proactive diary management, travel planning, and meeting coordination for both Co-CEOs
Manage inboxes, prioritise communications, and draft responses as needed
Prepare briefing documents, reports, and follow-up notes with stakeholders
Coordinate internal and external meetings, including board meetings and team strategy days
Represent the charity at events, networking opportunities, and public engagements
Advocate for the organization’s mission and objectives with key stakeholders and policymakers

Business, Finance & Office Administration:

Maintain and update digital filing systems and organisational policies
Ensure smooth office operations including supplies, IT, and general communications
Liaise with external suppliers, consultants, stakeholders and contractors as needed
Support budgeting processes and monthly expense reconciliations

Process invoices, track payments and liaise with accountants
Monitor programme and project spending to ensure financial compliance

Engagement and Event Support:

Provide logistical support for events, including venue booking, travel, and guest coordination
Assist in the organisation and delivery of Engagement events
Support in coordination of event materials, run-of-show, and post-event evaluations

Squad Leadership Programme:

Support programme planning and communication with Squad leaders
Help organise training, meetings, and leadership development activities
Track participation and outcomes for reporting and evaluation
Support with booking travel and accommodation for Squad members

Personal Specification

Strong written and verbal communication skills
Previous experience as an Executive Assistant or in a similar administrative role
Excellent organisational, multitasking, and time-management skills
High level of discretion and professionalism
Confident using tools like Google Workspace, Microsoft Office, Zoom, etc
Excellent critical thinking skills and the ability to exercise good judgement and solve problems quickly and effectively
Experience working in a charity, youth, or social impact organisation
Experience with stakeholder management with organisations from a variety of sectors
Understanding of budgeting or financial systems (e.g. Xero, QuickBooks)
Event planning or delivery experience
Passion for youth participation, democracy, and social justice
Confident speaking publicly and engaging in conversations
Experience working in customer relations preferred
Self-motivation and enthusiasm
Ability to plan ahead and work within agreed timeframes
Ability and willingness to travel for work
Willingness to work occasional evenings and weekends if required

What we offer

Competitive salary (£28k - £32k depending on experience)
A supportive, purpose-driven, hardworking (and fun) team culture
Flexible hybrid working arrangements (3 days a week in office)
Generous holiday allowance (30 days + bank holidays)
Professional development and exclusive networking opportunities
A chance to work with and for young people making real change

Expectations

To attend and contribute to team meetings.
To ensure that all responsibilities and activities within this post are consistent with the terms and spirit of MLMS’ Equal Opportunities Policy.
To attend and contribute to MLMS staff training and any other training identified as appropriate for the post.
To occasionally travel to meetings across the UK and Europe, which may require the need for an overnight stay.
To occasionally work unsociable hours, for example attending evening or weekend meetings or traveling outside of London.
To maintain an appropriate level of confidentiality at all times.
The nature of the post will require flexibility in undertaking the role.

How to apply

If you would like to apply, please send an email to melisha@mlms.org.uk with your cover letter, CV and any additional material you wish to share.

Interviews will be conducted as applications come through.

Deadline: Monday 25th August 2025 - please note that this may change should the role become filled.

Additional Information

Through this recruitment process we are looking to attract and retain a wide breadth of skills and experience relevant to the work of MLMS. We welcome all applications from those individuals who believe they have the skills and experience outlined above.

Further Information

MLMS confirms its commitment to equal opportunities in all its activities. It is intended that no applicant or employee will receive less favourable treatment on the grounds of political belief, sex, sexual orientation, disability, marital status, race, nationality, ethnic origin, religion or social class. Selection and promotion criteria are kept under review to ensure that individuals are treated on the basis of the job requirements and on their relevant personal merits, and are not disadvantaged by conditions or requirements which cannot be shown to be justifiable.

If you have a disability and are interested in this post, MLMS welcomes your application. For an informal discussion you may wish to contact on:

E-mail: melisha@mlms.org.uk