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Directorate Coordinator

Role Summary:

Based at our Cannon Place office, and reporting into the Director, the Directorate Coordinator will be responsible for providing dedicated PA support to 2 directors, administrative support for a number of policy committees, as well as contributing to the effective and efficient running of the Policy Cluster.

This will be a role that requires engaging with all levels of employees, and the post-holder will be required to play an active part in the success of multiple projects across the directorate.

Key Responsibilities:

  • Diary Management
  • Prioritise, organise and maintain diaries and appointments with flexible approach to deal with the unexpected (e.g. diary conflict)
  • Act as interface with offices of senior business and government contacts
  • Support Directors, co-ordinating workflow in their absence and ensuring colleagues take action
  • Organise and co-ordinate meetings, ensuring effective time management of appointments and regularly communicate with Directors with regards to meetings arranged on their behalf
  • Applying flexibility and accuracy with regard to changed schedules 
  • Booking and arrangement of travel and forward planning of logistics for all relevant meetings

Administrative Duties

  • Facilitate effective liaison with and between the Directors, Heads of Group, Policy Team, external contacts and other colleagues by being the focal point of organisation within the directorate
  • Respond to incoming telephone queries and administrative requests from colleagues as appropriate
  • Communicate important organisation updates to Directors, Heads of Group and staff within the cluster as required
  • Work with other directorates towards shared objectives to promote information exchange and joint-working within the organisation
  • Assist with presentations, including preparation and drafting of documents on behalf of the Director/HoG or Policy Team as requested
  • Produce professional documents and presentations
  • Take an active role in driving participation and providing administrative support to multiple projects across the Directorate as required.
  • Be the first point of contact when required for visitors to the organisation
  • Undertake any other relevant duties in line with the responsibilities of the post

Committee and Meeting Administration

  • Book meetings, including all logistics and supporting documentation
  • Planning and coordination of meetings at all levels of seniority. Includes liaison with relevant attendees, co-ordination of paperwork and note-taking as required
  • Co-ordinate all required meeting documentation to participants
  • Organise conference calls when required
  • Extensive liaison with members and dealing with general enquiries both verbally and in writing

Knowledge & Experience

What an individual must know or understand to be able to fulfil the role’s requirements

Essential

Educated to A level or equivalent

Previous experience in a senior administrative role, working to one or a number of senior people

Good working knowledge of membership organisations or general businesses

Good all-round commercial acumen

Desirable

Awareness of business issues and current affairs

Skills

The practical actions required in order to be able to fulfil the role’s requirements

  • Highly developed sense of professionalism: work ethic, sense of responsibility, resourcefulness, attention to detail
  • Excellent personal and diplomatic skills and an ability to liaise effectively with people at all levels
  • Excellent communication skills both oral and written
  • Ability to prioritise tasks and assess urgency of situations requiring executive action
  • Experience of organising events
  • Strong team working skills
  • Self-starter and ability to work under pressure and use own initiative
  • Strong organisational skills
  • Strong IT literacy (MS Office, Excel, PowerPoint

Behaviours

The behaviours and characteristics required in order to be able to fulfil the role’s requirements

Collaborative – Listening, seeking views and sharing information; constructively challenging when appropriate

Taking ownership – Ensuring delivery and holding others to account; can influence, irrespective of hierarchy

Agile – Proactive and responsive to provide a strong member service; responding positively to shifting priorities

Commercial – Awareness of the wider business environment

Innovative – Exploring, sharing and integrating best practice; generating new ideas and challenging a mind-set of “what we’ve always done”

Analytical – gathering information and using logic to analyse, problem solve, evaluate risk and make decisions

How to apply

For all applications and enquiries please email recruit@cbi.org.uk with the subject 'Directorate Coordinator'. The deadline for all applications is Friday 24th February.

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