Job Description
Office Administrative Executive
Confidential Opportunity: Admin ExecutiveLocation: Birmingham (City Centre)Working Pattern: Full‑time, Monday–Friday, 09:00–17:30Hybrid: Up to 2 days per week from home (subject to business needs)A leading organisation in Birmingham is seeking a highly organised and proactive Admin Executive to support its senior leadership and ensure the smooth running of core operations.This is a confidential search for an experienced administrator who excels in minute‑taking, coordination, and managing a broad range of office and executive support tasks.This is an excellent opportunity for someone who thrives in a professional environment, enjoys responsibility, and takes pride in delivering high‑quality administrative work.Key ResponsibilitiesMeeting Administration & Minute‑Taking (Primary Focus)
* Attend and record accurate, clear and professional minutes for Board and senior-level meetings (minimum 48 per year).
* Produce and circulate timely draft minutes following meetings.
* Compile and prepare reports for Board and leadership discussions.
* Maintain a well-organised archive of agendas, minutes, reports and related documentation.
Office Management
* Monitor and maintain suitable stock levels for office supplies.
* Coordinate equipment servicing and repairs with external providers.
* Prepare meeting rooms before and after use.
* Maintain a register of office assets and equipment.
* Arrange refreshments for visitors and meeting attendees.
Administrative & Executive Support
* Provide high-level administrative assistance to senior managers.
* Handle correspondence including email, post and telephone enquiries.
* Manage incoming messages from shared inboxes.
* Prepare presentations, reports and meeting documentation as required.
* Ensure accurate and efficient document storage and filing.
Documentation & Record Management
* Maintain company records, databases and filing systems (digital and physical).
* Ensure operational documents are securely stored.
* Maintain employee files and support HR-related administration in line with data protection policies.
Customer Service & Front-of-House Duties
* Act as first point of contact for visitors during office hours.
* Respond to general enquiries received through company email accounts.
* Handle administrative queries in a professional and efficient manner.
General Organisational Support
* Assist with events, including occasional out-of-hours work.
* Support efficient use of resources and contribute to a well-managed, accessible organisation.
* Promote good health and safety practices.
* Support equality of opportunity across service delivery.
Skills & Experience Required
* Proven experience taking minutes at Board or senior leadership level (essential).
* Exceptional written communication and document production skills.
* High accuracy and attention to detail.
* Strong organisational and time-management capabilities.
* Ability to manage multiple priorities independently.
* Discretion and professionalism when handling confidential information.
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career. # 4774605