Administrative Assistant

Job Description

Overview: Responsible for day-to-day administrative support for the Grants Team.The Trust owns, is responsible for and is largely funded by the surplus generated by its world-renowned trading subsidiary, London Marathon Events Ltd. (LME), which organises the most popular marathon and the biggest one-day annual fundraising event in theworld. When Chris Brasher and John Disley created the London Marathon in 1981, their vision was to inspire people to become active and to generate funds to provide grants for sport and recreational facilities. They created The Trust as the parent charitablecompany and sole shareholder of what is now LME to enable the surplus from the London Marathon, and all future events, to be passed as corporate gift aid to The Trust. The success of the portfolio of running, cycling and swimming events organised by its tradingsubsidiary has enabled The Trust to award grants totalling more than £90 million to over 1500 projects across the UK, making The Trust one of the UKs major charitable funders of initiatives to encourage people to take part in physical activity.About the roleKey responsibilities of the role include: General Administrative SupportSupporting the effective and efficient day-to-day operations of the LMCT Team by:

• Being first point of contact at LMCT for all general queries received via telephone and email (including managing the info@ and strategic@ email inboxes).
• Taking accurate minutes of Grants Committee meetings and relevant sections of Trustee meetings, and coordinating input from the team as required for all internal meetings.
• Organising external meetings with partners and stakeholders as required.
• Supporting the Data & Insights Officer and Governance Manager with managing LMCTs online and hard-copy filing systems.
• Coordinating the weekly LMCT update to all staff within the London Marathon Group.
• Supporting senior leadership (Executive Director, Facilities Grants Lead) with administrative tasks as required, including some diary management.

Grants Administration Supporting the effective and efficient administration of LMCTs grant-making and Grants Team by:

• Organising and minuting Grants Team meetings and recording key actions, and any other internal team meetings as required.
• Serving as the first point of contact for applicants, grantees, and stakeholders, providing initial advice and guidance.
• Undertaking basic due diligence checks on organisations/projects and assessing their eligibility.
• Supporting with day-to-day correspondence with grantees, including grant agreements, progress reporting, impact reporting and invites to meetings/events.
• Coordinating the grant agreement sign-off process.
• Supporting the grant payment process, including coordinating the approval process and working with the Finance Team to ensure grants are paid.
• Supporting the Grants Team to keep LMCTs funding database up to date and accurate.
• Supporting the planning and organisation of webinars for grantees, partners and stakeholders (including administration of LMCTs Strategic Partners Forum).

Other Responsibilities

• Supporting the planning and delivery of team events, away days and other social activities, including team birthdays.
• Liaising with London Marathon Events as required regarding Group events and activities.

Attendance at LME/LMCT all staff meetings.What do we have on offer

• An opportunity to make a difference to society
• An incredibly rewarding job
• A company that you will be proud to work for
• Flexible ways of working

The other benefits:

• 25 days holiday pro rata, plus bank holidays and a ten day Christmas shutdown
• On site bike storage and showers on return to office working
• Wellbeing allowance
• Personal Health insurance
• Excellent employer contributions into our pension scheme

Recognised as one of the UKs Best Medium Workplaces and a top 20 Best Workplace for Women by Great Place to Work, were working hard to ensure were a truly inclusive place to work.This means we dont just look at your CV. Were more focused on who you are and the potential added value youll bring to London Marathon Events.We strongly value diversity within our workforce, and recognise that different people bring different perspectives, lived experience, ideas and culture to the company. This difference brings with it great strengths, including diversity of thought and innovation.We also know that everyone has a life outside work, so were open to discussing flexible working options, provided we can balance your needs with those of our customers.

Keyskills :
Customer ServiceGeneral AdminGrant Administration