Executive to CEO

Microsoft Word - Executive PA to CEO v.03.2026

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Job Title: Executive PA & People Manager Hours: 37 hours per week Reports to: Chief Executive Officer Location: This role is office-based at Coxwold House, Easingwold Business Park, Birch Way,

Easingwold, York YO61 3FB. The successful applicant may have the opportunity to work flexibly dependent on location and business needs.

Purpose of the job: BIGGA is a membership organisation for golf greenkeepers and currently has approximately 6,000 members from all areas of the greenkeeping industry. Those members join the Association to receive direct benefits, engage in educational and career development opportunities, network and promote their profession. As Executive PA to the CEO, you will play a pivotal role in ensuring the smooth and effective operation of the organisation. You will provide high-level executive support, managing a complex diary, coordinating travel, and preparing agendas, papers and briefings to ensure the CEO is fully informed and well prepared. The role requires strong partnership with the CEO, Board and wider team, supporting governance processes, coordinating cross-organisational meetings and projects, and maintaining efficient systems for information, policies and documentation. This is a varied and high-trust position where excellent judgement, organisation and attention to detail are essential to enabling effective leadership and operational success. Key Responsibilities

Provide proactive support to the CEO and Senior Management Team (SMT). Manage complex scheduling and diary coordination across multiple projects, priorities and

stakeholders. Track actions, priorities and follow-ups to maintain momentum and accountability across the

organisation. Act as a central point of contact for the CEO, SMT, Board, wider office team and external

partners. Support the coordination and maintenance of organisational systems, processes and

compliance activities. Responsible for: 1. PA to CEO

a. Provide a comprehensive and confidential support service to the CEO and Senior Management Team (SMT).

b. Proactively manage the CEO’s electronic diary, ensuring effective prioritisation and seamless coordination of commitments.

c. Arrange all travel, accommodation and logistics for the CEO and Board liaising with colleagues as required.

d. Manage the CEO’s inbox, including filing and identifying priority communications to ensure timely and appropriate responses.

e. Organise and coordinate internal and external meetings (in-person and virtual), including Board of Management, SMT, full team, client meetings and training events.

f. Oversee the preparation, distribution and tracking of agendas, papers, actions and logistics.

g. Manage and submit credit card expenses for the CEO, as well as process and reconcile the Executive PA’s own expenses in line with company procedures

h. Liaise professionally, diplomatically and discreetly with external stakeholders on behalf of the CEO.

i. Develop strong working relationships across the organisation, providing guidance, support and consistent communication aligned with leadership priorities.

j. Support the implementation of organisational projects, initiatives and procedures aligned with strategic goals.

k. Oversee the organisation of company events including staff and management off‑site training days, social events, and the annual Christmas event.

l. Draft, format and quality-check professional correspondence, papers and documentation on behalf of the CEO and SMT.

m. Undertake any other duties commensurate with the level of the role, as directed by the CEO. 2. Board & AGM Support

a. Oversee all aspects of the online Annual General Meeting (AGM), including: i. Preparing and distributing papers in line with required timelines ii. Taking accurate minutes for publication iii. Managing member invites, attendance tracking and Zoom meeting logistics

b. Coordinate quarterly Board meetings, including booking all arrangements such as accommodation, lunches, dinner reservations and itineraries, preparing agendas and papers, taking accurate minutes, and tracking actions.

c. Record all Board CPD activity in partnership with the Learning & Development team. d. Support the transition of outgoing and incoming Board members, including arranging uniform

and company credit card, coordinating itineraries and travel, supporting BTME attendance, arranging gifts and managing any ongoing requirements throughout their term.

3. People Management

a. Oversee day‑to‑day operations, including the management of employee records on the

Breathe HR system (holidays, sickness absence, performance data, and general employee information).

b. Support the development and continuous improvement of systems, processes, and people‑management practices alongside the external HR supplier.

c. Support employee onboarding and off‑boarding activities, ensuring compliance with statutory obligations, delivering effective inductions, and maintaining a positive employee experience throughout probation and beyond.

d. Maintain and update policies, procedures, contractual documents, and the employee handbook in line with changes to UK employment legislation.

e. Produce accurate and confidential documentation including contracts, letters, and formal communications.

f. Oversee the staff appraisal process, including scheduling SMT appraisals with the CEO, supporting managers with reviews, maintaining appraisal documentation, and updating Breathe records.

g. Support the annual salary review and performance‑related pay processes. h. Assist with employee relations matters, including disciplinary, grievance, redundancy, and

capability issues, working alongside the CEO and the external HR supplier. i. Collaborate with the CEO to respond to HR actions and priorities as required.

4. BTME (Annual Exhibition)

a. Coordinate Board and staff itineraries, and staff rotas for the full team and each department b. Manage and coordinate the BIGGA lunch. c. Order gifts for departing Board members including the President

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