Executive Support Officer in Coventry

CV Life are seeking an experienced and detail-oriented Executive Support Officer to provide high-level admin support to the Executive Directorship team and Boards of Trustees.

Operating as CV Life, Coventry Sports Foundation and Culture Coventry Trust strive to make a real difference in the lives of local people by offering enriching experiences and opportunities, investing and working with and for our communities, and delivering through meaningful partnerships.

We are looking for someone with a keen interest and dedication for making a difference to join our committed team.

The ideal candidate will play a pivotal role in ensuring clear communication and effective collaboration on key governance and strategic issues, governance compliance, monitoring funding activities, charity law compliance, and will provide strategic support to our Executive Directors.

Exceptional written and verbal skills and experience in office management are essential requirements of the role.

CV Life is committed to safeguarding and promoting the welfare of children and vulnerable adults and expects all staff and volunteers to share this commitment.

Job Description

Reporting to

• CEO
• Scope

Coventry Sports Foundation and Culture Coventry are independent organisations who work collaboratively through CV Life, so that this Job Description as a CV Life document extends to cover the employment contracts held with either Culture Coventry Trust or Coventry Sports Foundation.

Overall purpose and objective of the role

Providing high level administrative support to the Executive Directorate and Boards of Trustees, with dedicated responsibilities for supporting and ensuring compliance with all governance requirements and funding application processes.

Main duties of the role

• Support the Boards of Trustees and Executive Directorate in all administrative matters and office management;
• Provide dedicated support to the Boards of Trustees and Executive Directorate in governance matters, including policy compliance and best practices and be a key point of contact for governance related enquiries;
• Coordinate and manage Board and Executive Directorate meetings including the preparation of papers, agendas, minutes and reports for governance meetings;
• Ensure regulatory and statutory obligations are met, such as corporate and charitable governance codes and funding agreements;
• Preparation of briefings, presentations and reports for Board and Executive Directorate meetings.
• Support for organisation-wide events, such as full staff briefings and annual celebration events.
• Track and manage action items from Board and Executive Directorate meetings and maintain / update governance documentation, including risk registers and policies;
• Provide dedicated support to the Executive Directorate in applying for funding opportunities, including grants and sponsorships and be a key point of contact for funding related enquiries;
• Monitor funding agreements to ensure compliance with reporting and accountability requirements;
• Support the preparation of financial and impact reports for funders and stakeholders;
• Develop and maintain relationships with funding bodies, donors and grant providers.

This job description is neither exhaustive nor exclusive and may be reviewed and updated depending upon operational requirements and staffing levels.

Responsibilities for all employees

• To embrace and lead by example on the Company’s key values of PRIDE, PASSION and PURPOSE or those that might at any time be subsequently re-defined.
• To support the Company’s commitment to providing a safe environment for children, young people and vulnerable adults, ensuring awareness of the Company’s Safeguarding Policy, Procedures and Practice Guidance, and to be vigilant, reporting any safeguarding concerns without delay.
• To undertake all duties and fully comply with all of the Company’s general standards and those relating to the specific requirements of the role.
• To take care of their own health and safety and that of others who may be affected by their actions at work, and to co-operate with health and safety matters to help everyone meet their legal requirements.
• To co-operate with managers and colleagues to ensure environmental responsibilities are complied with.
• To carry out tasks at a range of sites that are either operated or managed by the Companies / Trusts or where services are delivered by the Companies / Trusts
• To be involved in any aspects or opportunities for sharing of good practice, expertise and responsibilities within the Companies / Trusts.

To generally help promote the work and public image of the Companies / Trusts, always maintaining high standards of customer service and personal appearance.

• To attend and fully engage with all internal training and development requirements and opportunities, and maintain such qualifications as required by the demands of the role.
• To interact positively with customers adopting a friendly and professional approach at all times.
• To comply with the General Data Protection Regulations when dealing with, maintaining, sharing and storing information.
• To undertake other duties as specified, which are appropriate to the qualifications, experience and general level of the post.

Person Specification

Essential Personal Attributes

• Ability to positively interact with people across a range of roles, internally and externally
• High levels of self-motivation and organisation.
• A flexible approach to work, with the ability to work independently and collaboratively in a fast paced environment Ability to be positively persuasive and motivate individuals and teams.
• High standards in relation to the presentation of facilities and staff

Essential Knowledgeand Experience

• Experience of working in an office environment and providing administrative support
• Understanding of corporate and charitable governance and regulatory requirements would be advantageous
• Financial literacy in so far as required for budgeting, grant management and financial reporting
• Previous experience executive assistance and/or corporate governance roles
• Knowledge of Safeguarding Procedures

Essential Qualifications

• Education equivalent to degree/professional level qualification and/or extensive previous experience in a similar role.
• Excellent administrative, organisational and coordination skills and ability to prioritise work loads
• Ability to work under pressure
• Excellent interpersonal skills with an ability to maintain and establish good working relationships
• High level of written and verbal communication skills
• High attention to detail with strong analytical and problem solving abilities
• Financial literacy in so far as required for budgeting, grant management and financial reporting
• Ability to handle confidential and sensitive information with discretion
• Proficiency in Microsoft Office Suite and document management systems
• Special Circumstances
• Ability to work unsociable hours including evenings, weekends, and Bank Holidays.
• Ability to travel between sites.
• Interest in working with underrepresented and disadvantaged community groups/individuals.
• FREE health and fitness membership for a family member or friend
• FREE uniform for applicable roles
• FREE training for applicable roles
• DISCOUNTS on various Centre activities
• FREE entry to venues
• Access to the full range of CV Life Employee Benefits & Discounts
• (*not applicable to casual workers) (**The two benefits combined can be worth £1000!)

We encourage and welcome applications from all ethnic groups and people with disabilities.

Our aim is to build a diverse workplace and to become a truly inclusive employer with a workforce and visitor audience as diverse as the communities we serve.

We seek to create an inclusive and welcoming environment for all those who work at CVLife.

#J-18808-Ljbffr