The Owl Centre
Executive Assistant & Office Manager
Pontypool
Posted about 19 hours ago
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Office Manager and Executive Assistant
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.
What will I be doing?
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.
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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.
Facilities, Health & 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.
- 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.
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Key Relationships
Internal
- Chief Executive Officer
- Chief People Officer
- Executive Team
- Senior Managers
- Head Office Employees
External
- Suppliers and service providers
- Visitors and stakeholders
- Contractors and facilities partners
You’re someone who:
- Is organised and has great time management
- Has outstanding written and verbal communication skills
- Has the ability to manage multiple priorities and work independently
- Has high levels of discretion when handling confidential information
- Has fantastic attention to detail and problem-solving skills
- Is proficient in Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint
- Can build positive working relationships across all levels of the organisation
You’re someone who has:
- Experience of managing diaries and schedules
- Previous experience as a personal assistant or in a similar role
- Substantial experience in Microsoft packages including Excel
- Full UK driving licence
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