P.A. to the CEO, and CMN Office Manager

Job description:P.A. to the CEO, and CMN Office Manager

Contract Type:Permanent, Full-time (with part-time applications also considered). The CMN office is open Monday to Friday.

Responsible to: CEO

Job Purpose:

As Personal Assistant to the CEO of the CMN Group of Companies you will be proactive, detail-oriented, and very organised. This is a support role that is critical to the CEO being able to perform as company leader, representing the sector at local, regional and national levels. The PA should be an excellent communicator with outstanding organisational and time management skills, with the ability to multi-task when required. At all times, the PA will demonstrate strong moral principles and ethical behaviour and apply discretion and confidentiality.

As Office Manager you will ensure the routine day-to-day running of CMN is managed efficiently and that effective office systems are established, maintained and regularly reviewed. The Office Manager will be one of the essential customer-facing team members and ensure enquiries are supported with excellent customer service. The postholder will provide support to colleagues as needed.

Key Tasks for PA, include:

• Coordinating diaries and organising meetings and visits for the CEO, Directors, and Managers as required.
• Scheduling appointments and managing travel and accommodation arrangements for the CEO.
• Producing accurate minutes of key meetings (e.g., Board, AGM, Senior Leadership Team), and distributing and tracking follow-up actions.
• When requested, preparing and formatting high-quality presentation slides, letters, reports, briefings, and other documents for the CEO and Directors.
• Undertaking specific projects or confidential assignments as directed by the CEO, including research and briefing note preparation.
• Scanning, photocopying, and collating documents for the CEO.
• Processing mileage and expense claims for the CEO.
• Assisting in the preparation and formatting of annual reports, policy documents, and internal communications.
• Supporting recruitment processes, including advertising vacancies, scheduling interviews, and assisting with onboarding administrative staff.
• Maintaining and updating confidential staff personnel files in conjunction with the CEO and external HR advisors.
• Supporting HR administrative tasks including absence tracking and holiday monitoring.
• Supporting internal communications by coordinating updates, staff notices, and acting as a liaison point for announcements.
• Arranging and providing support for business review meetings, team away days, and internal/external events.
• Arranging and coordinating customer and stakeholder visits to CMN in conjunction with the CEO, ensuring a professional and welcoming experience.
• Acting as the first point of contact for visitors and external stakeholders, representing the CEO and the organisation professionally.
• Handling customer enquiries professionally and courteously, ensuring appropriate follow-up and CEO awareness.
• Participating in staff development and training activities, and proactively identifying personal development needs.
• Working in line with CMN’s Equal Opportunities, Dignity & Diversity, and Health and Safety policies.
• Ensuring compliance with GDPR and supporting ongoing data protection compliance across the office.
• Undertaking any other duties as required by the CEO, consistent with the responsibilities of the post.

Key Tasks for Office Manager, include:

• Overseeing the smooth day-to-day management of the CMN office, ensuring a clean, organised, and welcoming environment.
• Booking and preparing meeting and event rooms to a high standard, including layout, IT/technical setup, refreshments, and printed materials.
• Managing office maintenance, including coordinating contractors for repairs, PAT testing, and fire safety compliance.
• Carrying out First Aider and Fire Marshal duties, including fire alarm drills and arranging fire equipment checks (training can be provided).
• Ordering and managing stock of office supplies, stationery, and equipment, ensuring value for money and organised storage.
• Logging and distributing incoming post and communications, maintaining archiving and filing systems.
• Supporting IT setup for new starters and liaising with external IT support to resolve issues with office technology and communication tools.
• Maintaining accurate records of staff holidays and sickness using internal tracking systems.
• Preparing for new team members by setting up emails, ID badges, desks, and relevant equipment.
• Coordinating storage and archiving of records, both digital and physical.
• Supporting the CMN management team with general administrative tasks as required.
• Providing excellent customer service to partner businesses, stakeholders, and CMN colleagues.
• Receiving room hire bookings and preparing facilities accordingly.
• Assisting the CEO with the coordination and delivery of team development days, events, and project launches in collaboration with the wider team.
• Ensuring compliance with Health and Safety at Work Act 1974 and all relevant company policies.
• Upholding the values of the organisation and contributing to a positive and inclusive workplace culture.
• Undertaking any other duties within the scope of the role to support the efficient running of the CMN office.

Additional responsibilities

• Be an intrinsic part of the CMN management team that delivers high quality results to customers.
• Continual Professional Development – attend relevant and appropriate training as agreed with the CEO.
• Any other duties consistent with the grade and general responsibilities of the post as may be required from time to time in addition to those listed above.

PA and Office Manager – Person Specification

The successful applicant will ideally have: –

• A minimum of three year’s similar relevant experience in a broad hands-on office environment
• A high level of computer literacy, particularly in the use of Windows and word-processing, spreadsheet and database software
• Excellent organisational and administrative skills with the ability to self-motivate; in particular excellent time management skills
• Excellent inter-personal skills with the ability to relate to people at different levels of an organisation
• Proven ability to develop and maintain systems and procedures needed to underpin a rapidly responsive and expanding organisation
• High level of ‘common sense’
• Proven ability to deliver on targets
• Flexible, adaptable, able to work on own initiative with can-do-attitude
• Ability to work on tight deadlines as part of a close-knit team
• Able to screen telephone calls, enquiries and requests, and handling them when appropriate
• Able to organise and maintain CEO diary and making appointments
• Confident at meeting and greeting visitors
• Capable of dealing with incoming email and post, often corresponding on behalf of CEO
• Able to support the producing of documents, briefing papers, reports and presentations
• Able to organise and attend meetings and ensure the CEO is well-prepared for meetings
• Confident at liaising with customers and suppliers
• Arranging travel and accommodation and, occasionally, travelling with the CEO to take notes at local meetings or to provide general assistance during presentations
• Demonstrate they are trustworthy and able to maintain strict confidentiality when requested by the CEO
• Own, reliable car / transport with full clean licence to drive. Willing to travel out of County when required
• Commitment to Equal Opportunities and environmental efficiency practice

Desirable:

• Ability to support continuous improvement initiatives
• Relevant qualifications / education and experience
• First-hand experience in ensuring a fast-paced company continues to deliver excellent service to customers
• Passion for things maritime and Cornwall
• Willingness to undertake Continuous Professional Development

Equal Opportunities

Cornwall Marine Network operates under the principles of Equal Opportunity, insisting on and promoting equality of opportunity and access to all, regardless of age, race, colour, ethnic or national origins, gender, marital status, sexual orientation, disability or impairment, income, education, religious beliefs or cultural heritage. This applies in all we do, including our campaigns and employment practices, membership of committees, all stages of recruitment or selection processes, working practices, conditions of work, and allocation of resources.

How to Apply – please complete the following application form

Please Send your CV along with a covering letter tonetworkoffice@cornwallmarine.net

For further information or an informal chat about the role, please contact Paul Wickes MBE, CEO on 01326 211382 or e-mail paul.wickes@cornwallmarine.net

Deadline for applications is Midday onWednesday 16^th July 2025

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