Admin Lead & Executive Assistant to the Managing Director
Location: Swansea (Office-based, 5 days per week)
Salary: Attractive salary, commensurate with experience
About the Role
We are looking for a highly organised, proactive, and professional Admin Lead & Executive Assistant to join a growing business in Swansea.
This is a pivotal role, combining leadership of the administrative function with trusted Executive Assistant support to the Managing Director. You will play a key role in ensuring the business operates smoothly, efficiently, and professionally, while helping to drive continuous improvement and support ongoing growth.
As the owner of the Admin Department, you will be responsible for delivering high-quality administrative support, maintaining business processes and standards, supporting compliance activities, and ensuring excellent internal and external service. You will also work closely with the Managing Director, taking ownership of delegated projects, managing priorities, and ensuring actions are delivered through to completion.
This is an excellent opportunity for an experienced administrator, office manager, operations coordinator, or executive assistant who thrives in a fast-paced environment and enjoys taking ownership of their work.
Key Responsibilities
Administrative Leadership
Lead and manage the day-to-day administration function of the business
Ensure administrative processes are efficient, reliable, and consistently delivered to a high standard
Prioritise workloads and ensure actions, tasks, and commitments are completed accurately and on time
Develop, document, and improve business processes and procedures
Coordinate and maintain business documentation, including compliance, environmental, CSR, and tender information
Chair weekly Admin Department meetings and ensure actions are followed through
Identify and implement process improvements to support business growth
Executive Assistant Support
Provide proactive Executive Assistant support to the Managing Director
Manage diaries, inboxes, meetings, travel arrangements, and priorities
Coordinate meetings, prepare agendas, record actions, and monitor progress
Take ownership of delegated projects and tasks, ensuring timely completion
Track commitments and follow up to ensure nothing falls through the cracks
Escalate risks, issues, and decisions appropriately
Team Leadership
Support and lead an administrative support function through a Team Lead
Hold regular one-to-one meetings and provide guidance and accountability
Monitor service quality, accuracy, productivity, and turnaround times
Support process improvements, training, recruitment, and onboarding activities
Oversee administrative systems and data accuracy
Business Systems & Continuous Improvement
Support and maintain the company's operating rhythm and business processes
Coordinate leadership and departmental meeting schedules
Prepare agendas, capture actions, and ensure follow-up is completed
Maintain business records, systems, and documentation
Own and maintain the Company Manual, ensuring business processes remain current and accurately documented
Promote consistent adoption of agreed processes and ways of working
Compliance, Administration & Infrastructure
Manage office facilities and administrative infrastructure
Coordinate insurance renewals and administration
Support recruitment and HR administration activities
Manage GDPR compliance across the business
Develop and maintain company policies, accreditations, and records
Coordinate compliance sections of tenders and business submissions
Manage office supplies, travel arrangements, and expenses
Support CSR, sustainability, and environmental initiatives
About You
We are looking for someone who can combine exceptional organisation and attention to detail with strong leadership and communication skills.
You will ideally have:
Previous experience in a senior administrative, office management, operations, or executive assistant role
Experience supporting senior leaders or directors
Strong organisational and project management skills
The ability to manage multiple priorities and deadlines effectively
Experience improving processes and implementing systems
Excellent written and verbal communication skills
High levels of accuracy and attention to detail
Confidence working independently and taking ownership of outcomes
Experience with compliance, GDPR, policies, or tender administration would be advantageous
Previous leadership or team management experience would be beneficial
What's on Offer?
Attractive salary based on experience
A key role within a growing and ambitious business
The opportunity to work closely with the Managing Director and leadership team
A varied and rewarding position with genuine responsibility and influence
The chance to help shape systems, processes, and ways of working as the business growsIf you are a highly organised professional who enjoys creating structure, solving problems, and helping businesses operate at their best, we would love to hear from you