Office Manager / Executive Assistant to the Chief Executive

Job Summary

We’re seeking an organised Office Manager / Executive Assistant to support operations and the Chief Executive. This key role covers office management, HR, governance and executive support within our growing arts charity working with children and the community.

• Salary: £30k-£40k

• Hours: Full time

• Contract: Permanent

• Closing date: Sun, 01 Mar 2026

Job Description

Pimlico Musical Foundation (PMF) is a dynamic arts charity founded in 2015, providing free, high-quality music education to children and families in Pimlico. We work across local schools and community settings, delivering singing programmes, choirs and performance opportunities that support inclusion, confidence and community cohesion.

We are seeking an organised and proactive Office Manager / Executive Assistant to support the smooth and professional running of the organisation. Working closely with the Chief Executive and wider team, this cross-cutting role underpins PMF's day-to-day operations and contributes to a positive, inclusive working culture.

The postholder will lead on office management and administrative systems, ensuring that governance, HR and operational processes are well maintained and compliant. Responsibilities include supporting staff recruitment and induction, maintaining personnel records, coordinating DBS checks, administering contracts, and supporting the review and implementation of organisational policies.

You will also provide confidential executive support to the Chief Executive, including diary management, meeting coordination, preparation of papers for trustee and committee meetings, and tracking actions and projects. The role includes liaising with trustees, staff, freelancers and external partners, requiring professionalism, discretion and strong communication skills.

In addition, the role supports routine finance administration and IT systems, working with colleagues to ensure that invoices, expenses, records and core software platforms run smoothly.

This is an excellent opportunity for an experienced administrator or office manager to play a central role in a growing arts charity, supporting impactful work with children and the local community while helping to strengthen systems and ways of working.

This role will be 3-5 days per week (37.5hours with flexible hours) and can be adapted to the candidate's availability.

Job Requirements

Essential

• Excellent organisational and time management skills, with the ability to balance multiple priorities.

• Strong attention to detail and accuracy in record-keeping.

• Experience in HR or office administration, ideally within a charity or small organisation.

• Understanding of confidential data handling and GDPR compliance.

• Strong IT skills (Google Workspace, Microsoft Office, and cloud-based systems).

• Excellent written and verbal communication skills.

• A collaborative and flexible approach, with the ability to work independently.

• Commitment to inclusivity, fairness, and respect in the workplace.

Desirable

• Experience administering DBS checks and maintaining HR policies and procedures.

• Experience using Xero or similar HR/finance platforms.

• Experience supporting senior leaders or a trustee board.

• Experience preparing or managing staff or freelance contracts.

Job Responsibilities

• Oversee the planning, scheduling and delivery of PMF's programmes, ensuring high standards of teaching, participation and operational performance.

• Work closely with Programme Leads, Teacher-Singers and partners to ensure programmes are well resourced and run smoothly.

• Monitor attendance, participation and feedback to support continuous improvement.

• Manage pastoral matters relating to participants, ensuring safeguarding policies and procedures are fully implemented in liaison with the Designated Safeguarding Lead.

• Line-manage the Pastoral Support Officer and Librarian, supporting recruitment, induction, supervision and development of staff, freelancers and volunteers.

• Manage programme and operational budgets, oversee day-to-day administrative and financial processes, and maintain accurate records.

• Support organisational compliance and, where agreed, contribute to board administration and reporting.