Flexibility: Hybrid: 60% office-based/client-facing, 40% flexible/work from home
Language Skills: Proficiency in Welsh and English required
Your Purpose
You play a crucial role in supporting our Chief Executive and Leadership Team to achieve their day-to-day tasks and to lead the organisation effectively. You’ll ocassionally assist the Chair of the Board and Non-Executive Directors. You’re accountable for a broad range of high-level administrative tasks including: executive communication, handling of corporate documents, keeping accurate records of meetings, and arranging large-scale company events.
In this role, you are empowered to:
* Work directly with the Chief Executive, Leadership Team and colleagues.
* Work with the Chair of the Board, Non-Executive Directors and independent advisors.
* Organise and manage the Chief Executive’s schedule, correspondence and travel.
* Organise, prepare and manage office systems and corporate documents.
* Maintain the highest ethical standards in your work, including strict confidentiality.
* Be part of an inclusive, safe, well-managed and appropriately governed business.
You’re a master of organisation and diplomacy
You serve as a visible representative of the Company and work directly with high-level colleagues, stakeholders and partners. You’re an integral and valuable part of our organisation because you’re self-motivated, brilliant at multi-tasking, happiest when organising yourself and others, and masterful when it comes to communicating with tact and diplomacy.
How your role fits within the team
Your role is part of the Leadership Team and you report to the Chief Executive. You won’t manage colleagues directly; however, you’ll communicate instructions and follow-up with requests for progress updates on behalf of the Chief Executive and Leadership Team.
You are mainly responsible for supporting the Chief Executive and Leadership Team to achieve their day-to-day priorities. You may be asked to undertake project work commensurate with your knowledge, skills and experience.
Your primary duties and responsibilities
As a support to the Chief Executive and Leadership Team, you can expect a great deal of responsibility and opportunities to use your initiative. The nature of our business means our portfolio of projects and programmes are constantly changing and adapting. Accordingly, this list of duties is not exhaustive and is likely to evolve.
Work directly with the Chief Executive, Leadership Team and colleagues
* Provide visible and consistent service to the Leadership Team – principally a high quality and supportive range of high-level administrative services.
* Deliver a high standard customer service, both internally and externally – acting as a representative for the Chief Executive and as an ambassador of the organisation
* Offer a warm and welcoming service, triage requests, and confidently redirect low-level and/or misdirected queries to more appropriate colleagues.
* Undertake projects across the organisation as directed by the Chief Executive.
Work with the Chair of the Board, Non-Executive Directors and independent advisors
* Liaise with the Chair of the Board and Chief Executive to create and maintain an annual calendar of Board, Sub-Committee and Leadership meetings, notifying relevant attendees and guests of the dates and managing responses/queries.
* Arrange Board and Leadership Team meetings by confirming venues, arranging refreshments, circulating papers in advance and tracking attendance.
* Keep accurate records of Board and Leadership Team meetings, decisions made, matters arising, etc. – circulate documents to appropriate colleagues promptly.
Organise and manage the Chief Executive’s schedule, correspondence and travel
* Organise and manage the Chief Executive’s emails and letters by sifting and filtering inbound emails, responding where appropriate, prioritising emails for review, and delegating/forwarding emails to members of the Leadership Team (or other colleagues) for their action – this may include liaising with colleagues for relevant information and following-up requests.
* Organise and manage the Chief Executive’s calendar by handling ad hoc and recurring meetings, appropriately responding to media requests, arranging travel, prioritising business critical activity, and managing conflicting requests for their time.
* Organise and manage travel and events by booking hire cars, public transport, overnight accommodation, meeting rooms, etc., within your delegated authority.
Organise, prepare and manage office systems and corporate documents
* Manage the day-to-day operations and administrative functions of the office.
* Organise and compile corporate documents, such as annual reports, liaising with colleagues and partners where information and content is required.
* Work with our in-house designers and Marketing colleagues to ensure corporate documents and reports comply with brand and content guidelines.
* Undertake multiple tasks and assignments simultaneously, update task/project trackers with progress, and organise and manage documents logically and securely.
Maintain the highest ethical standards in your work, including strict confidentiality
* Demonstrate the highest standards of trust and confidentiality in your dealings with colleagues, clients, partners and stakeholders.
* Maintain strict and unwavering confidentiality – primarily in your dealings with/on behalf of the Chief Executive, but also about the commercially sensitive and often privileged information you will see and hear.
* Respect the boundaries and limits of your autonomy when managing the Chief Executive’s calendar, correspondence and travel.
* Take care not to overload or overburden colleagues with requests on behalf of the Chair of the Board, Non-Executive Directors, Chief Executive or Leadership Team.
Be part of an inclusive, safe, well-managed and appropriately governed business
* Demonstrate an inclusive and equitable approach to your work.
* Proactively contribute at Leadership Team meetings.
* Support the Leadership Team to anticipate, identify, manage, and mitigate risks and issues across the organisation – highlighting concerns to relevant colleagues.
* Act as a central point of contact, coordinator and record keeper in specific business continuity plans and emergency response procedures.
For further information and to apply visit: Penodi
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