Based at our Cannon Place office, and reporting into the Director, the Directorate Coordinator will be responsible for providing dedicated admin support to a Director, administrative support for a number of regional committees and events and contributing to the effective and efficient running of the team.
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 team.
- 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, stakeholder and government contacts.
- Support the Director, 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 arranging of travel and forward planning of logistics for all relevant meetings.
- 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 team as required.
- Work with other directorates towards shared objectives to promote information exchange and joint-working within the organisation.
- Take an active role in driving participation and providing administrative support to multiple projects across the team 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 large events and 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
- Educated to A level or equivalent.
- Previous experience in a senior administrative role, working to one or a number of senior people.
- Previous experience of running a regular events programme.
- Good working knowledge of membership organisations or general businesses.
- Good all-round commercial acumen.
- Awareness of the business issues and current affairs
Role specific skills
The practical actions required 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)
The behaviours and characteristics required 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
At the CBI we recognise the advantages that flexible working patterns can bring. We’ll always fully consider flexible working and we will aim to facilitate different patterns of work wherever we can. We have great I.T. support which allows our people to work from a variety of locations, and we aim to strike the right balance between work and life.
How to apply
Please submit your CV & Cover Letter to email@example.com with 'Directorate Coordinator' as the subject.