- Cardiff, CF10, Office-based initially with opportunities for hybrid working following successful probation
- Free On-Site Parking
- Fixed Term until November 2031
- Full Time, 37.5 hours per Week, Monday – Friday, 9am-5.30pm
- £40,000 per annum + Annual Bonus of up to 4%
Comprehensive Benefits Package including:
- 25 Days Annual Leave + UK Bank Holidays
- Employer Pension Contributions
- Ongoing Training & Development
- Enhanced Wellbeing Support & Employee Assistance Programme
The Organisation:
A private, not-for-profit membership organisation whose objective is to transform the City of Cardiff, representing over 1000 businesses across retail, hospitality, office, leisure, culture and public sectors. Operating at the intersection of business, government and communities, they deliver strategic investment, placemaking, business support, marketing, events, public realm and policy leadership to support a vibrant, inclusive and competitive capital city. They provide a voice for their members, making Cardiff a vibrant, safe, and prosperous city for businesses, residents, and visitors. Through innovative projects and strategic partnerships, their mission is to enhance the city’s public spaces and deliver tangible improvements that make a real difference.
The Culture:
This is an organisation committed to creating an inclusive, supportive and ambitious working environment where people are empowered to contribute ideas, innovate and make a meaningful impact. Embracing values of integrity, compassion, communication and collaboration, they are member-focused and city-centric. Their work is impactful, helping to shape Cardiff’s urban environment and the emerging future.
The Role:
As the organisation enters an ambitious new phase of growth and transformation, including an expansion into Cardiff Bay, they are seeking a highly organised, proactive and professional Executive Assistant & Business Support Manager.
The Executive Assistant & Business Support Manager is a central role within the organisation, responsible for providing effective support to the Executive Director and Senior Leadership Team, coordinating Board administration, supporting governance processes and ensuring the smooth running of office and organisational support services.
This role will combine excellent diary, meeting and correspondence management with strong administrative coordination, attention to detail and the ability to support a busy, growing organisation with professionalism and discretion. Working closely with the Executive Director, Board, Senior Leadership Team and colleagues across the organisation, you will help ensure that the organisation has the administrative systems, governance support and processes needed to deliver its ambitions effectively.
Responsibilities:
Executive Support:
- Provide proactive, confidential and high-quality executive support to the Executive Director and Senior Leadership Team.
- Manage diaries, meetings, correspondence and materials, ensuring leaders are prepared and effectively coordinated.
- Act as the first point of contact for internal and external stakeholders on behalf of the Executive Director and senior team.
- Prepare agendas, papers, reports, minutes and follow-up actions for senior meetings as required.
Board Administration:
- Coordinate Board and committee meetings, including scheduling, agenda planning, paper collation, circulation and logistical arrangements.
- Produce accurate minutes, action logs and records of decisions, ensuring actions are tracked and followed up.
- Maintain effective Board records, governance documents and meeting administration systems.
- Support effective communication between the Board, Executive Director, Leadership Team and relevant stakeholders.
Office Coordination:
- Oversee the smooth running of the office, ensuring systems, supplies, facilities and working arrangements are managed.
- Coordinate office processes, suppliers, equipment, H&S administration and general workplace requirements.
- Support hybrid working arrangements, internal communications and team coordination across the organisation.
- Identify opportunities to improve administrative systems, workflows and office processes.
Governance Administration:
- Support the administration of governance processes, policies, registers, records and reporting requirements.
- Maintain accurate organisational records, ensuring documentation is clear, accessible, current and appropriately stored.
- Assist with compliance-related administration, including declarations, registers, insurance records and filing.
- Support the Executive Director and senior colleagues with governance reporting, audit trails and evidence gathering.
Organisational Support Services:
- Coordinate organisational support services that enable effective delivery across teams and functions.
- Provide administrative support for internal projects, organisational planning, reporting, events and staff engagement.
- Support procurement, supplier coordination, budget administration and invoice processing in collaboration with Finance.
- Maintain document management, shared systems and administrative processes that support resilience and continuity.
- Handle confidential and sensitive information with professionalism, discretion and sound judgement.
- Contribute to continuous improvement in administrative systems, internal processes and ways of working.
Skills & Experience:
To be considered for this role, you will be an experienced, organised and solutions-focused professional who combines excellent executive support skills with strong governance, office management and business administration experience.
Essential
- Significant experience providing executive, senior administrative or business support in a busy organisation.
- Experience coordinating Board, committee or senior management meetings, including agenda preparation, papers, minutes and action tracking.
- Strong organisational skills with the ability to manage competing priorities, deadlines and confidential information.
- Excellent written and verbal communication skills, with strong attention to detail.
- Experience maintaining records, governance documents, registers, policies or organisational administration systems.
- Confidence working with senior leaders, Board members, colleagues and external stakeholders.
- Strong IT skills and confidence using Microsoft Office and digital collaboration tools.
- A proactive, professional and flexible approach, with sound judgement and discretion
Desirable
- Experience within a membership organisation, Business Improvement District, charity, local government, regeneration, economic development or place-based organisation.
- Experience supporting governance, compliance, risk, audit or policy administration.
- Experience coordinating suppliers, facilities, procurement or office management processes.
- Knowledge of Welsh public policy, local government or the Cardiff business environment.
Recruitment Process:
Aspire Recruitment Services Ltd. is acting as an Employment Agency in respect to this vacancy.
- To apply, please submit your CV in the first instance.
- Candidates shortlisted by Aspire Recruitment Services, will be invited to have a confidential discussion to explore your skills, experience and to assess mutual alignment with the opportunity.
- Candidates shortlisted by the Employer will be invited to attend a one-stage in-person interview.
We are committed to creating an inclusive and accessible recruitment process. Reasonable adjustments can be made at any stage, to ensure candidates are fully supported throughout interviews and onboarding. As the Employment Agency, Aspire Recruitment Services encourages an open conversation about how we can best facilitate your participation.