Part-time Executive Assistant and Project Manager

About A-Vision

A-Vision is a UK-based consultancy specializing in transformative training, leadership development, and strategic programss across the justice, health, and public sectors. We support organizations and leaders by delivering high-quality, evidence-based learning and capacity-building initiatives.

Role Overview

We are seeking an experienced Executive Assistant & Project Manager who can seamlessly support a high-profile UK executive while managing project operations, logistics, and workflows.

This hybrid role requires someone who is proactive, organized, detail-focused, and experienced in project coordination, procurement, and executive-level assistance.

Working in UK hours is essential.

You will manage travel, scheduling, project timelines, procurement requirements, and communications while using project management tools to ensure efficient, quality delivery.

Key Responsibilities1. Executive Assistant Responsibilities

• Manage the executive's inbox, schedule, and priorities
• Organize travel, accommodations, itineraries, and logistics
• Prepare documents, briefing packs, meeting materials, and presentations
• Maintain accurate records, databases, and filing systems
• Take meeting notes and track follow-up actions

2. Project Management Responsibilities

• Support planning, coordination, and delivery of training, leadership, justice, and health projects
• Use PM tools (Asana, Trello, Airtable, Notion, MS Project, etc.) to track workflows
• Coordinate facilitator schedules, participants, training logistics, and timelines
• Maintain project trackers, dashboards, documentation, and progress reports
• Communicate with partners, clients, vendors, and project teams
• Assist in project evaluation, data collection, and impact reporting

3. Procurement & Budget Coordination

• Manage procurement requirements for projects (materials, venues, tools, services)
• Source suppliers, obtain quotes, compare pricing, and negotiate when required
• Track budgets, monitor spending, and ensure procurement aligns with approved costs
• Prepare simple cost reports, summaries, and budget updates for the executive
• Ensure purchases follow agreed guidelines, timelines, and compliance requirements

4. Additional JD Responsibilities (as required)Administrative & Organizational Support

• Email/calendar management
• Scheduling and coordination
• Travel arrangements
• Document preparation
• Record-keeping and data entry

Communication & Coordination

• Drafting correspondence
• Vendor/team coordination
• Preparing reports, summaries, and meeting notes

Research & Reporting

• Conducting research
• Compiling data, statistics, and insights
• Supporting report preparation

Project & Task Assistance

• Task tracking and workflow updates
• Supporting deadlines
• Updating project dashboards and systems

Customer & Client Support

• Handling basic inquiries
• Escalating issues appropriately

Marketing & Social Media Assistance

• Drafting/scheduling posts
• Monitoring engagement
• Updating CRM information

Required Skills & Experience

• 3–5+ years as an Executive Assistant, Project Manager, or Operations Specialist
• Experience working with UK clients and ability to work UK business hours
• Strong organizational and multitasking skills
• Proficiency with PM tools (Asana, Trello, Air table, Notion, etc.)
• Experience in procurement or budget coordination is a strong advantage
• Excellent communication and stakeholder management abilities
• High attention to detail and strong problem-solving skills
• Experience in training, leadership, public sector, justice, or health is preferred

Job Type: Part-time

Expected hours: 20 per week

Experience:

• Project management: 3 years (Required)
• procurement: 1 year (Preferred)
• executive assitance: 3 years (Required)

Work Location: Remote