Deputy Executive Secretary

Our client, a Learned Society, is seeking a Deputy Executive Secretary to support various activities run by their society.

Deputy Executive Secretary
Hours: Part-Time, 80% FTE
Contract: Permanent
Salary: £34,800 - £36,498 per annum, pro-rata for 30 hours per week, DOE
Location: Central Cambridge office based. Some remote work may be possible.

About the Employer

Founded in 1819 as a private society to promote scientific enquiry. Their remit is to promote research in all branches of science and to encourage the communication of the results of scientific research.

The Society holds extensive archive materials, which include its publications since 1819, society records, scientific books and personal papers. It continues its work as an independent, self-supporting, charitable and learned society through the publication of two world-leading scientific journals, an annual programme of public lectures and events and by supporting postgraduate students and early career researchers through grants, studentships and fellowships. A charity of global significance, they are proud of their strong and historically intrinsic links with the University of Cambridge.

This society is governed by an elected Council of senior academics and currently includes over 2,000 members (known as 'Fellows'). To date, 51 Fellows and Honorary Fellows of the CPS have been awarded Nobel Prizes. Council members and staff work together to ensure the society remains a successful hub for the promotion of scientific research, discussion, and learning.

The Role

They are seeking an efficient professional with the experience, skills, responsibility and judgement required to support effective charity operation at a senior level. With advice and strategic guidance from the Executive Secretary, the role-holder will provide high-level support to facilitate various activities within the society's remit.

The postholder will work in close collaboration with the Executive Secretary deputising for them when appropriate. The Executive Secretary takes overall responsibility for the administrative operation of the organisation and management of its staff, providing senior-level support to the President, the Treasurer, members of the Council and Editors of their two journals.

Key responsibilities include, but are not limited to:

• managing the transition to and subsequent operation of the new online membership database; managing all membership matters (e.g. membership enquiries and introduction to new audiences) in a timely and consistent manner and with reference to the organisation's Bye-Laws;
• managing preparations for evening lectures and sharing responsibility for one-day meetings, as well as departmental and summer visits organised by the society (event promotion and advertising in collaboration with the Communications Officer, liaising with guest speakers, organising lecture dinners and event catering, contacting venues, organising travel and accommodation, monitoring event bookings and waiting lists etc);
• facilitating preparations for Council and Investment Committee meetings (preparing papers for consideration, following up where additional input is required, drafting agendas where necessary, providing cover for minute taking, assisting with follow-up actions etc);
• facilitating effective financial operations, including funding allocation rounds (collating papers for consideration, following up where additional input is required, liaising with decision panel members, communicating decisions to applicants and processing grants etc);
• assisting with the operational support of the organisation's two journals when required;
• providing cover for the Executive Secretary during their leave or when necessitated by their other work commitments;
• preparing and maintaining risk assessments for different types of operations as well as organising the required provision (e.g. PAT testing, engagement of first-aiders etc);
• organising belongings and materials, including during the forthcoming change of the organisation's office and storage arrangements.

The Executive Secretary may also from time to time require the role-holder to perform other duties consistent with the scope of the post, including closer assistance with the society's financial accounts.

Person specification

They are looking for a well-organised, resourceful and flexible professional able to take initiative and work to deadlines. Ideally educated to a degree level, the role-holder will be expected to assimilate information quickly, identify priorities and take matters forward without close supervision. Strong attention to detail and proficiency in standard software packages as well as remote collaboration tools (MS Teams, Google Drive etc) are essential. The successful applicant will be a tactful and persuasive communicator with a positive and friendly manner, comfortable working both independently and as part of a team, with or without supervision.

Administrative experience in higher education (in particular, the University of Cambridge), working with financial accounts and/or implementing online CRM databases would be advantageous.

Terms of appointment

Appointment will be made on a permanent basis, subject to satisfactory completion of a probationary period. An offer of appointment will be subject to the receipt of satisfactory references.

The salary will be between £34,800 and £36,498 per annum (DOE), pro-rata'd for 80% FTE (30 hours).

Full-time employees are entitled to annual paid leave of 36 days inclusive of public holidays. For new part-time employees, annual leave will be pro rata'd based on days worked.

Hours of work are to be agreed with the successful applicant, ideally to include Mondays and Fridays and some evening work. It may be possible to consider flexible arrangements during school / University holidays.

It is expected that the role-holder will be based in the organisation's office in central Cambridge, with an opportunity to work some hours remotely. Applicants are encouraged to state in their applications how they would like to work the hours.

Closing date: Sunday, 10 May 2026.
The employer reserves the right to bring forward the closing date should sufficient suitable applications be received, or to extend the closing date if necessary.

Interested?

To find out more information, please click the apply button. You will be taken to a simple CHM Recruit form and redirected to complete your application for this position by following the instructions (you may need to scroll down).

No agencies please.