Management Team Co-Ordinator

Job Title: Management Team Co-Ordinator
Contract Type: Permanent
Location: Birmingham
Salary: up to £23k
Reference: 16733
Contact Name: Mary Hendry
Contact Email:
Job Published: February 17, 2015 20:09

Job Description

Management Team Co-ordinator - Central Birmingham - up to £23,000


Job Purpose

 To provide a senior secretarial/administrative support to the Management team

 To assist with a range of duties across the team to ensure a seamless and efficient support function is provided to the wider business

 To work as part of a team to ensure all deadlines and projects are delivered effectively and on time

 To deputise for the PA to the Chief Executive as and when required

Key accountabilities

 To provide a high level secretarial support function to 3 Directors to include:


o Daily diary management using MS Outlook

o Management of contacts and data using the bespoke CRM system

o Production of presentations/reports/itineraries /letters to a high level of accuracy

o Booking of travel and accommodation following the respective funding guidelines

o Liaising with the finance team for payment of expenses in a timely manner

o To work closely with the members of the executive team, dealing with confidential information in a sensitive and discreet manner

o To provide any other such support for the Executive team and senior managers from across the business as and when required


 To co-ordinate, prepare and dispatch Board papers on a bi-monthly basis, working closely with the Policy & Development Director

 To attend and take minutes at Board meetings, following up on actions agreed as appropriate

 To work closely with the Policy & Development Director to prepare, co-ordinate and dispatch the required information for the Annual General Meeting

 To support the Policy & Development Director with Company Secretary duties

 To work closely with the PA to the CEO, co-ordinating the CEO and senior managers’ diaries and ensuring that duplication of attendance at events is avoided where possible

 To deputise for the PA to the CEO in her absence, taking calls and managing the CEO’s diary and other requirements in her absence

 To provide cover for Reception staff when required, displaying first class customer service skills

 To ensure all duties across the team are efficiently and professionally handled

 To demonstrate flexibility and a professional approach at all times

 Any other duties deemed commensurate with the role

Personal attributes


 Professional, friendly, flexible approach

 First class organizational and time management skills, able to multi-task and remain calm under pressure

 Experience of providing a senior secretarial support service in a fast paced environment

 To understand the requirement for discretion and a political sensitivity when liaising with external stakeholders

 First class MS Office skills, to include Powerpoint

 Excellent communication skills (both verbal and written)

 Ability to use initiative and be pro-active

 Ability to work as a part of a team

 Ability to establish and maintain good working relationships with employees at all levels within the organisation

 Enthusiastic/polite/hard working individual



 2 years secretarial/administration background

 Experience of working in a public/private sector environment

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