Executive Assistant & Office Manager

 

This role can be offered as either a full-time position, working on-site Monday to Thursday in Pontypool with the option to work from home on Fridays, or as a 30-hour-per-week position, working on-site Monday to Thursday in Pontypool. 

The Office Manager and Executive Assistant is a pivotal role within the organisation, providing exceptional administrative, operational, and executive support to ensure the smooth running of the Head Office and the effective operation of the Executive Team. 

This hybrid position combines proactive office management with high-level executive assistance, supporting the Chief Executive Officer and wider Executive Team. The role requires strong organisational skills, confidentiality, attention to detail, and the ability to manage multiple priorities while delivering a professional and welcoming office environment. 

 

Executive Support 

• Provide comprehensive diary management for the Chief Executive Officer by ensuring effective prioritisation and scheduling of meetings, appointments, and commitments to maximise the CEO’s time and productivity. 

• Coordinate Executive Team meetings, Board meetings, leadership forums, and other senior-level meetings by managing schedules, agendas, logistics and follow up actions to ensure effective, well prepared and timely decision making. 

• Prepare and circulate meeting agendas, documentation, and papers in advance, ensuring all materials are accurate, complete and available to support effective discussion and decision making. 

• Attend meetings and accurately record minutes, key decisions, and agreed actions and proactively track and follow up on agreed actions to ensure clear accountability and timely completion. 

• Manage and prioritise correspondence, emails, and stakeholder communications on behalf of the CEO where appropriate by providing timely and professional responses to protect the CEO’s time and ensure key priorities are effectively managed. 

• Organise executive travel, accommodation, and meeting logistics by coordinating efficient, cost effective and well-planned arrangements that support business priorities and minimise disruption.  

• Maintain confidential records and sensitive information by ensuring secure, accurate and controlled handling of documentation and communications to protect privacy, uphold confidentiality and minimise risk.  

• Provide wider administrative support to members of the Executive Team where required by coordinating requests, preparing documentation and assisting with day-to-day activities to ensure efficient and effective executive operations.  
  
  

Office Management 

• Oversee the day-to-day operation of the Pontypool Head Office by acting as the primary point of contact for facilities, suppliers, maintenance providers and service contractors, ensuring the office remains safe, functional, professional and well maintained.  

• Manage office supplies, inventory, deliveries, visitors, meeting room bookings, and hospitality requirements by maintaining appropriate stock levels, and coordinating services efficiently and cost effectively to support smooth day to day operations. 
  
  
• Monitor facilities and office supply budgets, expenditure and company asset records by maintaining accurate records and supporting cost effective purchasing and asset management to ensure effective financial and resource control.
   
• Coordinate workplace safety checks, inspections and maintenance schedules by managing first aid supplies, fire safety documentation, compliance records and external providers to ensure a safe, compliant and well-maintained workplace.  

• Lead local health, safety and wellbeing arrangements by ensuring office facilities comply with relevant legislation, health and safety standards and organisational policies, maintaining a safe and compliant working environment.  

Stakeholder and Administrative Support 

• Build and maintain effective working relationships with internal and external stakeholders by facilitating effective communication and responding to requests professionally, ensuring positive and productive working relationships.  

• Support the planning and coordination of corporate events, leadership meetings, and staff engagement activities by managing arrangements, logistics and communications to ensure activities are well organised and delivered effectively.  

• Prepare reports, presentations and business documentation by gathering, organising and presenting information accurately and professionally to support effective communication and decision-making. 

• Maintain accurate administrative records and filing systems by ensuring information is organised, up to date and easily accessible, supporting efficient administration and good governance. 

Facilities, Health and Safety 

• Coordinate workplace safety checks, inspections and maintenance schedules by managing first aid supplies, fire safety documentation, compliance records and external providers to ensure a safe, compliant and well-maintained workplace.  

• Lead local health, safety and wellbeing arrangements by ensuring office facilities comply with relevant legislation, health and safety standards and organisational policies, maintaining a safe and compliant working environment.