Executive Assistant (Governance & Compliance Professional)

The Executive Assistant (Governance & Compliance Professional) is the Chief Executive Officer’s trusted right hand and a pivotal figure in how Pioneer runs. The postholder anticipates needs, manages up with confidence and keeps the CEO’s priorities, deadlines and strategic agenda organised and moving. Where needed, they also provide administrative support to the wider executive team.

Alongside this, the postholder is Pioneer’s governance and compliance lead: ensuring the Trust Board and Local Committees are expertly supported, and that the Trust’s policies, practices and websites are fully compliant with DfE requirements and current at all times.

We are looking for a highly professional and dynamic individual of real integrity and grit, whose systems-led approach to organisation is matched by warm, trusted relationships at every level, from trustees to school leaders. The postholder will maintain a highly visible and professional profile within the Trust and the community and contribute to the overall ethos, work and aims of the Trust.

Key Responsibilities

Executive Assistance

• Act as Executive Assistant to the Chief Executive Officer, owning the CEO’s diary, priorities and information flow. Anticipate needs, filter and prioritise, and manage up with confidence so that the CEO’s time is always directed to what matters most.
• Provide administrative support to members of the executive team where needed, flexing to the Trust’s priorities as directed by the CEO.
• Act as the trusted first point of contact for the CEO’s internal and external stakeholders, including trustees, headteachers, the DfE and partners, representing the CEO with judgement, discretion and professionalism at all times.
• Manage internal communications on behalf of the CEO and trustees, ensuring messaging is consistent, well-timed and consonant with the mission, vision and values of the Trust.
• Produce high-quality reports, briefings, presentations and correspondence on the CEO’s behalf, ensuring accuracy, clarity and a polished finish.

Strategic Support

• Provide strategic support to the CEO through rigorous prioritisation, deadline management and forward planning, spotting risks, dependencies and clashes early and resolving them before they become problems.
• Plan, coordinate and track strategic projects and initiatives across the executive team and schools, keeping delivery on schedule and aligned to Trust priorities.
• Take full responsibility for the creation, implementation and ongoing management of the Trust’s strategic calendar, ensuring Board, committee, executive, statutory and school-cycle activity is aligned, sequenced and visible to all who need it.

Governance Professional

• Act as the Trust’s governance professional in line with section 4.5.1 of the Academy Trust Governance Guide, receiving direction from, and accountable to, the Board, normally through the Chair.
• Provide independent governance advice, guidance and effective administrative support to the Board, drawing on the Academy Trust Governance Guide, Academy Trust Handbook, Academy Trust Governance Code, the Trust’s Articles of Association and funding agreement, and charity and company law.
• Support the Board to meet high standards of governance, including fulfilling legal and regulatory requirements and decision-making, through well-planned meetings, focused agendas, accurate minutes and rigorous action tracking.
• Help the Board to understand its role and legal duties, including its core functions, scheme of delegation and terms of reference, and keep trustees and leaders informed of changes in governance guidance and legislation.
• Support the Chair to facilitate strategic debate and decision-making, working closely with the Chair and CEO to shape the annual governance cycle and ensure papers are timely, concise and decision-focused.
• Promote the flow of information throughout the governance structure, including between the Board, its committees, Local Committees and Members.
• Work in partnership with the outsourced clerking service that supports Local Committees, setting expectations, quality assuring its work and keeping it up to date with developments in governance, including terms of reference and the scheme of delegation, so that Local Committees are properly constituted and well supported.
• Maintain accurate, secure and current governance records and registers, including Members, trustees and Local Committee governors, business interests, terms of office, attendance, training and skills.
• Ensure all required suitability checks for Members, trustees and Local Committee governors are completed and recorded.
• Lead the governance development cycle: run parent trustee elections, coordinate induction, conduct skills audits aligned to the Trust’s strategic plan, identify the right training, and support succession planning and reviews of governance effectiveness.
• Coordinate the arrangements, paperwork and minuting for panel hearings, ensuring fair, well-documented processes.
• Facilitate Trust governance conferences and training sessions, and ensure the Governance SharePoint portal is standardised and fully up to date.

Compliance Professional

• Ensure the Trust’s absolute compliance with DfE policies, statutory requirements and guidance, keeping abreast of changes and turning them into clear, timely action across the Trust and its schools.
• Own the Trust’s policy framework, maintaining a register of statutory and non-statutory policies and renewal dates, supporting the drafting and review of policies as directed by the leadership team, and ensuring the Policy SharePoint page is standardised and current.
• Assure the compliance of the Trust and school websites, regularly auditing them so that all statutory policies and documents are published, accurate and current.
• Coordinate the completion of all statutory returns, data submissions and censuses to the DfE and other regulatory bodies, preparing school staff through guidance, training and resources so that submissions are accurate and timely.
• Act as the trusted first point of contact for leaders seeking help and advice on governance and compliance queries, providing accurate responses and a professional, up-to-date and purposeful service.

Person Specification

Education and Qualifications

• GCSE (or equivalent) at grade 4/C or above in English and Maths (Level 2).
• A relevant governance professional qualification, or a commitment to securing one within an agreed timeframe.
• Evidence of continuing professional development (CPD).

Experience

• Significant experience as an Executive Assistant, PA or similar at senior level, including diary management and anticipating the needs of senior leaders.
• Experience of providing governance support and advice to a board, committees or senior leaders.
• Experience of planning and coordinating projects or initiatives, and of managing a calendar of competing deadlines.
• Experience of handling confidential and sensitive information with discretion and sound judgement.

Knowledge and Skills

• Up-to-date knowledge of good governance practice in academy trusts, including the Academy Trust Handbook, the Academy Trust Governance Guide and the Academy Trust Governance Code.
• Working knowledge of compliance requirements for schools and trusts, including DfE statutory publishing requirements, data protection (UK GDPR) and safeguarding (Keeping Children Safe in Education) as it applies to governance.
• Excellent written communication, including drafting accurate, well-pitched communications on behalf of senior leaders that reflect an organisation’s mission, vision and values.
• Able to communicate complex information concisely, orally and in writing, to a wide range of individuals and organisations.
• Highly organised and systems-led, with meticulous attention to detail; able to prioritise, plan and deliver effective outcomes within tight deadlines and conflicting priorities.
• Competent use of Microsoft 365, including SharePoint, and other IT/MIS systems.

Professional Behaviours

• Manages up with confidence: anticipates the needs of the CEO and senior leaders, takes ownership and follows through reliably.
• Demonstrates integrity, credibility and absolute discretion, acting within the Nolan Principles.
• Shows resilience and grit: remains calm, positive and effective under pressure and in the face of challenge.
• Builds warm, trusted relationships at every level, from trustees to school leaders, with credibility and presence.
• Commitment to the highest standards of child protection and to the Trust’s ethos, aims and whole community.
• Promotes and embeds equality, diversity, inclusion and belonging as an integral aspect of working.

Safeguarding

Pioneer Educational Trust is committed to safeguarding and promoting the welfare of children and young people. We expect all staff and young people to share this commitment and to undergo appropriate checks, including enhanced Disclosure & Barring Service checks.