Wrexham Afc - Executive Assistant To Snr Management Team

NOTE: Applications MUST be made via the EFL Portal here: https://irecruit.efl.com/vacancies/1252/wrexham-afc-executive-assistant-to-the-snr-management-team--nov-2024.html

JOB PURPOSE

The Executive Assistant role provides a comprehensive, confidential and high-level administrative support to the Club's Snr Leadership team – including the Executive Assistant to the CEO. This position requires a proactive and organised individual with excellent communication skills, professional maturity, and a passion for increasing efficiency through improving the ways that things work.

The role will involve working in close partnership with the Executive Assistant to the CEO to quickly gain an understanding of the whole organisation, as well as the Clubs internal and external roles and responsibilities and key relationships. The postholder will deputise for the Executive Assistant to the CEO in their absence.

MAIN RESPONSIBILITIES

Communication and Diary Management

· Pro-active approach to diary management and coordination of a busy workload schedule.

· Understand busy periods and actively help to prioritise time, while keeping a daily track of Club activities and event timelines.

· Act as first point of contact for internal and external stakeholders; building, developing and managing key relationships with all internal and external parties and the wider community.

· Manage the office, diary and correspondence of the Snr Management Team, highlighting any priority areas that require attention; with the ability to confidently correspond on behalf of the Snr Management Team,

· Coordinate and manage any UK or International travel and accommodation arrangements for the Snr Leadership Team, liaising with other colleagues as required

· Manage all expenses and corporate credit card reconciliations on a monthly basis

Meeting Co-Ordination and Management

· Coordinate, facilitate and attend internal and external meetings for the Snr Management team (including the Board/Technical and other sub committees as required by the Executive Assistant to the CEO); minute taking at board, committee and other meetings, as required.

· Liaise with other departments to follow up on actions, ensuring we are kept on track with deadlines.

Administrative Support

· Support the preparation of research briefing papers (e.g. key stakeholder background brief; EFL League Club details/history/relevant owner information etc.)

· Maintain up-to-date filing and databases; developing an understanding of key documents produced and proactively assemble relevant meeting papers including briefing notes and other general documents.

· Support the development, maintenance and review of administration systems to achieve maximum efficiency across the whole business.

· Prepare and transcribe briefing papers (e.g., presentations, reports, documents, letters, budgets, planning schedules, meeting notes and emails) ensuring a robust attention to detail.

· Any other duties commensurate with the role

· The role may require presence on match days, assisting the Executive Assistant to the CEO and liaising with various officials and other members of the match day organisational team, acting as a point of contact for key guests of CEO/Board/Club.

KEY RELATIONSHIPS

· Heads of Department within the Club including Human Resources, Finance, Operations

· Via the Executive Assistant to the CEO:

o Owners, Board Members and associated companies (including national and international sponsors)

o EFL/FAW/FA; Local Government and Welsh/UK Political Leaders

SAFEGUARDING RESPONSIBILITIES

· We are committed to ensuring everyone who engages with the Club has a positive, safe, and supportive experience. Staff are required to comply with all aspects of the Club Safeguarding Policies and arrangements and to take personal responsibility and care to enable strong safeguarding practices to be embedded across the Club.

· This role will require a Basic DBS check

HEALTH & SAFETY RESPONSIBILITIES

· Take responsibility and care for the health and safety of yourself and other employees and members of the public who may be affected by your acts or omissions at work.

· To comply with all aspects of the Club’s Health & Safety Policy and arrangements, to enable the company to perform its civil and statutory obligations in relation to Health & Safety.

EXPERIENCE/QUALIFICATIONS REQUIRED

· Proven experience as an Assistant to a management team or similar role in a large multinational organisation; ideally within a sports/leisure/entertainment environment

· Proven track record of managing administration and responsibilities for a team.

· Degree level qualification or number of years experience normally associated with this level of study

· Byddai hyfedredd yn y Gymraeg yn fantais amlwg

SKILLS/ABILITIES REQUIRED

· Fully computer literate, including the use of all Microsoft Office packages.

· First class organisational and administrative skills, office management, and the ability to anticipate and always prioritise the diverse workload.

· Excellent communication and presentation skills, with experience of synopsising communication for briefings

· Demonstrated ability to handle and process sensitive data confidentially.

· Excellent numeracy skills.

· Shorthand and audio transcribing skills are desirable.

PERSONAL ATTRIBUTES

· Flexible with working hours

· Willing and able to adapt and respond quickly to change .

· An outgoing and confident personality, with good interpersonal and social skills.

· Accurate and thorough approach to work with excellent attention to detail.

· Logical thinking and comfortable with multi-tasking on a daily basis.

· Able to work using own initiative and as a member of a team

· Able to work effectively under pressure and be resilient; with a solutions based approach to problem solving .

Job Types: Full-time, Permanent

Pay: £14.91-£15.35 per hour

Expected hours: 40 per week

Experience:

• Assistant to a management team in a large multinational: 4 years (required)

Work Location: In person

Application deadline: 06/12/2024
Expected start date: 01/01/2025