Administration Manager & Executive Assistant

Title: Administration Manager & Executive Assistant

Salary: Negotiable

Hours: 25-30 hours per week between 9am-3pm, Monday-Friday

Working Location: The New Croft, Chalkstone Way, Haverhill, CB9 0BW

Line Manager: CEO

Purpose of post: To play a key role in ensuring The New Croft provides a welcoming, safe and well-maintained environment for all visitors, customers and hirers. The postholder will support the day-to-day administration of the business, while also assisting with the smooth operation of the facilities.

Role Objectives:

1. Executive Support and Diary Management

• Provide high-quality administrative and organisational support to the Chief Executive and/or senior leadership team.
• Manage complex diaries, coordinate meetings and appointments, and proactively resolve scheduling conflicts.
• Prioritise competing demands to ensure effective use of executive time.
• Support board meetings, committee meetings and other formal governance processes.
• Act as a professional first point of contact for internal and external stakeholders.
• Manage correspondence, emails and telephone enquiries, ensuring responses are timely, accurate and appropriate.
• Provide administrative assistance with marketing and communications as required.
• Build and maintain effective working relationships with colleagues, partners, suppliers and other stakeholders.
• Maintain accurate records, filing systems and document management processes.
• Handle confidential and sensitive information with discretion and in accordance with relevant policies and procedures.
• Take a proactive approach to anticipating needs, resolving issues and managing competing priorities.

1. General Facilities Support

• Manage the day-to-day bookings and administration of The New Croft’s facilities, including the function hall, bar, meeting room and 3G and grass pitches.
• Assist with the day-to-day running and maintenance of the building/site.
• Assist with room setups, moves and changes as required.
• Respond to facilities requests and resolve straightforward issues where possible.

1. Planning and Project Support

• Support the planning, coordination and delivery of organisational projects, events and key business activities.
• Monitor deadlines, track progress and follow up on outstanding actions to ensure timely completion.
• Assist with research, data collation and the preparation of management information to support decision-making.
• Take a proactive approach to anticipating needs, resolving issues and managing competing priorities.
• Contribute to the wider effectiveness of the organisation by providing reliable, responsive and high-quality support.

1. Health & Safety

• Support the implementation of health & safety procedures.
• Carry out routine checks, inspections and basic risk assessments.
• Report hazards, accidents, defects and maintenance issues.
• Assist with fire safety checks, emergency procedures and evacuation arrangements.
• Ensure contractors and visitors follow site safety requirements.

1. Maintenance & Contractors

• Log and monitor maintenance requests.
• Liaise with contractors and service providers.
• Assist with planned and reactive maintenance.
• Check that contractors have completed work satisfactorily.
• Escalate more complex maintenance issues to the CEO.

1. Security & Access

• Support building access and key management.
• Assist with opening/closing procedures.
• Monitor access issues and report security concerns.
• Support visitor and contractor arrangements.

1. Customer/Staff Service

• Provide a helpful and professional service to staff, visitors and contractors.
• Respond promptly to facilities-related queries.
• Communicate effectively with different departments.
• Maintain a professional approach when dealing with problems or complaints.

Person Specification:

Key Skills and Experience Required - Mandatory

• Excellent organisational skills – able to manage competing priorities, meet deadlines and maintain an organised workload.
• Strong written and verbal communication skills – confident communicating professionally with colleagues, senior management and external stakeholders.
• High level of accuracy and attention to detail – able to produce accurate documents, reports, correspondence and meeting notes.
• IT proficiency – competent in Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.
• Diary and meeting management – able to coordinate appointments, arrange meetings, manage calendars and organise associated paperwork.
• Confidentiality and discretion – able to handle sensitive information appropriately and maintain professional integrity.
• Ability to work independently – able to use initiative, anticipate requirements and complete tasks with minimal supervision.
• Time management and prioritisation – able to respond to changing demands while ensuring important tasks are completed on time.
• Professional and flexible approach – able to adapt to changing priorities and maintain a positive, helpful attitude.
• Problem-solving skills – able to identify issues, find practical solutions and escalate matters when appropriate.

Key Skills and Experience Required - Desirable

• IOSH or other H&S qualification.
• Experience managing contractors.
• Previous experience supporting a senior manager, director or executive team.
• Experience preparing agendas, taking minutes and tracking actions from meetings.
• Experience preparing management reports, presentations and briefing documents.
• Experience coordinating projects and monitoring deadlines.
• Experience coordinating travel arrangements, accommodation and itineraries.
• Experience liaising with external stakeholders, suppliers and partner organisations.
• Knowledge of office procedures, business administration and records management.
• Experience improving administrative processes and identifying efficiencies.
• Relevant administrative or business support qualification.

If you feel you demonstrate the necessary skills and attributes required to fulfil the criteria for the vacancy, we will welcome your application.

Should you wish to apply, please email your CV with a covering letter explaining why you are suitable for this role to peterbetts@thenewcroft.co.uk by 9am on Wednesday 4th November.

Successful applicants will be contacted via phone or email by Friday 6th November. Should you not receive any correspondence from us by this date, this will mean that unfortunately you have not been selected for interview.

If you have any questions regarding the role, please email peterbetts@thenewcroft.co.uk.

Expected hours: 25.0 – 30.0 per week

Benefits:

• Company pension
• Employee discount
• Free parking
• On-site parking

Work Location: In person