Directorate Coordinator / Team Coordinator

With over 50 years of experience, this is the UK's most effective and influential business organisation. It provides its members with the influence, insight and access they need to plan with confidence and grow. "It is our purpose to help businesses, create a more prosperous society." Speaking for some 190,000 businesses that between them employ about one-third of the private sector workforce, the members include FTSE 100 and FTSE 250 groups, mid-cap companies, small and medium sized enterprises, micro businesses, private and family owned businesses, start-ups, and trade associations. Role Summary Based at our Cannon Place office, and reporting into the People & Skills Director, the Directorate Coordinator will be responsible for providing dedicated admin support to the Director, administrative support for a number of 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. 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, 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. Administrative Duties Facilitate effective liaison with and between the Director, 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 the Director, 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 Essential Proven administration and wider support skills including experience of: 1. Organisational skills - prioritisation, diary management, event organisation and travel 2. Strong IT literacy, particularly: MS Outlook, MS Dynamix, Word, Excel, PowerPoint and internet for research purposes. Strong organisational skills Highly developed sense of professionalism: work ethic, sense of responsibility, resourcefulness, attention to detail Strong interpersonal skills, discretion and diplomacy Self-management/motivation Desirable 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 Awareness of the business issues and current affairs