• Proactively manage the complex and changing diaries, ensuring time is prioritised effectively against strategic and organisational priorities.
• Coordinate meetings, appointments, events and external engagements.
• Anticipate scheduling conflicts and resolve issues proactively, ensuring the CEO is appropriately briefed and prepared.
• Manage meeting requests and invitations, using sound judgement to prioritise commitments.
• Arrange UK and international travel, accommodation and detailed itineraries where required.
• Ensure sufficient preparation, travel and follow-up time is built into the CEO's schedule.

CEO support and prioritisation

• Work closely with the CEO to understand key priorities and proactively manage competing demands.
• Manage CEO’s inbox daily.
• Gather and help prepare briefing information, meeting papers, agendas and supporting documentation.
• Ensure the CEO has the relevant information required ahead of meetings, visits and engagements.
• Monitor commitments, deadlines and actions, following up with colleagues where appropriate.
• Act as a trusted sounding board and provide proactive support to enable effective decision-making and time management.

Governance and senior meetings

• Coordinate executive, leadership and governance meetings as required.
• Engage with other Exec’s and heads of to manage meeting schedules, agendas, papers and associated documentation.
• Liaise with contributors to ensure papers and reports are submitted within agreed timescales.
• Record and maintain actions and decisions where required, ensuring owners and deadlines are clear.
• Track outstanding actions and proactively follow up to support timely completion.
• Support the effective planning and coordination of Board and senior leadership activities, working closely with relevant colleagues.

Finance

• Help CEO manage budget but reviewing purchases for approval ensuring they are within policy and approving on behalf if appropriate
• Raising PO’s and submitting invoices on behalf of CEO
• Submitting all credit card expenses and personal expenses including mileage in accordance with UKATC policy.

Stakeholder management

• Act as a professional and trusted point of contact for the CEO's office.
• Build effective relationships with senior internal colleagues, Board members, partners and external stakeholders.
• Coordinate visits, meetings and engagements involving senior stakeholders.
• Represent the CEO's office professionally and positively at all times.

Communications and correspondence

• Manage and prioritise correspondence on behalf of the CEO, ensuring appropriate and timely responses.
• Handle confidential and sensitive information with discretion.
• Coordinate information and responses across teams where input from multiple stakeholders is required.

Planning, events and projects

• Support the organisation and delivery of leadership events, Board activities, stakeholder visits and strategic meetings.
• Coordinate logistics including venues, travel, accommodation, catering, technology and supporting materials.
• Support the Executive Office with the continuous improvement of administrative and governance processes.

Skills, Knowledge and Expertise

• Experienced executive assistant, business support or business partner professional with a strong track record of supporting senior leaders in a complex, fast-paced or stakeholder-rich environment. Highly organised, proactive and discreet, with excellent written and verbal communication skills, strong attention to detail and the ability to manage competing priorities across multiple Executive leaders. Confident preparing high-quality documents, coordinating meetings, tracking actions and engaging professionally with internal and external stakeholders. Comfortable working across finance, operations, engagement and customer-facing activity, with strong Microsoft Office skills and the judgement to anticipate needs, solve problems and maintain confidentiality.