Executive Support Coordinator

Description:

Job Description
The Office of the Director General provides the leadership and management to the organisation, through working closely with the Board, the Executive Committee and staff, various internal and external stakeholders, commercial and other partners, both nationally and internationally. The management of all facilities related to the office space and support for remote working is also provided by the Office of the Director General.

Reporting to the Business Support Manager, the Executive Support Co-ordinator is a fundamental and pivotal role within the organisation, involving interaction at every level and with all staff, as well as many external stakeholders across a variety of suppliers and service providers. The role also provides administrative support to two Directors, which involves extensive calendar management and stakeholder engagement. The Executive Support Assistant / Office Facilities Co-ordinator will be required to deputise for team colleagues and provide cover where necessary.

Key responsibilities include:
Reporting to the Business Support Manager the Executive Support Co-ordinator will;

• Oversee and support the SFI office facility and act as the primary point of contact for:

- Visitors to SFI - Car parking allocations - Room bookings and configurations - Logistics relating to events/meetings/training etc. - On site restaurant for corporate entertainment/dining - On-site requirements such as security passes, lockers etc. - Remote working requirements such as arranging dispatching and collecting of equipment etc. - Staff joining and leaving procedures (working closely with IT) - Managing office supplies and placing orders as necessary - Receiving and sorting incoming and outgoing mail and deliveries

• Act as a key member of the Health & Safety Committee with responsibility for:

- Chief Fire Warden for SFI premises - Coordinating H&S Committee meetings and following up on actions and initiatives - Maintaining records on Fire Wardens, First Aid Responders - Arranging Training for Fire Wardens, Fire Aid Responders - Managing annual service checks on essential onsite equipment such as AED and Evacuation Chair - Arranging on and off-site staff ergonomic evaluations - Working with H&S Committee to roll out health, safety and wellness initiatives - Maintaining a number of key SharePoint sites for Facilities, Health & Safety etc.

• Interact with the Facilities Management contractor on matters relating to office cleaning schedules, hospitality, security etc.
• Interact with premises landlord on day to day matters and for formal reviews.
• Coordinating external contractors for maintenance checks and works required on site.
• Issuing of staff communications where relevant to on site works, maintenance, meeting room availability, lost property etc.
• Maintenance of the Building Management System and acting on any modifications required
• Providing administrative support services to up to two members of the Executive team:

• Acting as the primary point of contact for Directors, dealing with enquiries and requests for information and ensuring that they are kept updated at all times
• Managing and maintaining complex calendars and scheduling a range of internal and external appointments
• Interacting extensively with multiple parties, both internal and external and building good professional rapport with key internal and external contacts
• Dealing with and tracking correspondence, screening emails and mail, often proactively dealing with matters on behalf of the Directors
• Arranging meetings, preparing documentation for circulation, creating and monitoring Agenda plans, attending meetings and recording minutes, follow up on actions etc.
• Producing correspondence, preparing reports, workshop notes, documents, emails, briefing papers, presentations, maintaining records
• Arranging travel itineraries, visas and accommodation for domestic and international travel
• Ensuring Directors are briefed and prepared for meetings, providing necessary background details.

• Deputising as required for the Business Support Manager / Executive Support Analyst.
• Supporting the Board Secretary in planning Board Meetings and other related events.
• Meeting and greeting visitors.
• Carrying out various background research, presenting findings and gathering data.
• Arranging workshops, events as required.

This job specification is intended as a guide to the general range of duties and is intended to be neither definitive nor restrictive. It will be reviewed from time to time with the post holder.