Job Purpose
To provide the Chief Officers (COs) and Senior Leadership Team (SLT) with a high-quality, confidential and professional administrative support service, ensuring the smooth and efficient operation of the Executive Office. The role also provides wider support to the Senior Executive Assistant & Business Support Manager and contributes to the delivery of key organisational priorities.
Dimensions
Internal contacts: Chief Officers, Senior Leadership Team
External contacts: Key Customers, Preferred Suppliers and Strategic Partners
Principal Responsibilities
- Executive Administration – Manage telephone enquiries and emails professionally and handle messages with accuracy and discretion.
- Document Production – Prepare, type and format letters, reports, briefing papers, spreadsheets and presentations to a high standard.
- Meeting & Diary Coordination – Arrange internal and external meetings, including venue booking, hospitality, technology setup and preparation/distribution of agendas and supporting documents. Update Schedules as required.
- Project & Board Support – Collate and prepare information packs, maintain action logs, and provide confidential administrative support to projects including acquisitions and partnerships.
- Event Coordination – Organise formal and informal events, managing logistics such as venue, catering, travel and accommodation.
- Travel Management – Arrange domestic and international travel itineraries for COs as required.
- Financial Administration – Collate and manage COs’ corporate expenses, process purchase orders and invoices, and ensure timely and accurate submissions.
- Procurement Support – Purchase stationery and equipment for COs, ensuring cost-effective and timely procurement.
- Information & Records Management – Develop and maintain effective filing systems for both hard-copy and electronic documents.
- Front-of-House Excellence – Provide a professional, welcoming service to visitors to our Head Office, reflecting the organisation’s corporate image.
- Stakeholder & Supplier Engagement – Build and maintain strong relationships with internal colleagues, customers and suppliers, promoting professionalism at all times.
- Culture & Brand Representation – Support COs in upholding the organisation’s culture, values and reputation through all interactions.
- Continuous Improvement – Proactively identify and recommend process improvements and cost-saving opportunities.
