Job Description

Executive Office Coordinator, temp for 3 to 6 months initially, hybrid working, Membership Body, London, c.£19.20 per hour plus holiday pay

High profile not for profit Membership body needs a proactive PA / EA with a professional and engaging demeanour to help support the Executive team. Reporting to the Senior EA this is a hybrid working role and you will bring your organisational skills and ability to build productive relationships with senior stakeholders to the role. If you love animals, this is a great opportunity for you! Dogs are regularly in the office!

Responsibilities of this role include:

• Providing support to the Executive Assistant and senior leadership team
• Assisting with diary management, meeting coordination, reporting, and the delivery of internal and external events
• Assisting with inbox monitoring and follow-up actions as directed by the Executive Assistant.
• Attending meetings when required to take accurate minutes and record actions
• Coordinating complex diaries and schedules, resolving scheduling conflicts
• Managing meeting logistics and ensuring timely preparation of documentation and follow-up actions
• Coordinating room bookings, catering, technical requirements and attendee communications
• Supporting the production of reports and executive level materials
• Assisting in the planning and delivery of key internal and external events
• Coordinate travel arrangements including booking flights, accommodation and transportation
• Prepare detailed travel itineraries and supporting documentation
• Assist with travel expenses administration where required
• Contributing to the efficient and seamless running of the Executive Office
• Gathering information to support executive briefings, reports and presentations
• Preparing and editing documents, reports and presentations with a high level of accuracy and attention to detail
• Maintaining organised records, trackers and filing systems
• Providing administrative support to projects

Skills and Experience needed:

• Experience in an administrative, personal assistant or executive support role
• Strong organisational and time management skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills.
• Experience taking meeting minutes and producing clear written reports
• High attention to detail and accuracy
• Ability to work proactively and use initiative
• Ability to handle sensitive and confidential information
• Ability to work at pace, remain adaptable and manage competing priorities effectively in a dynamic Executive Office environment
• Able to adapt quickly to shifting priorities
• MS Office or Google Workspace (Outlook, Word, Excel and PowerPoint)