Assistant to the Executive Director in Guildford, Surrey

The Assistant to the Executive Director provides commercial, operational, and communications support across the Club. The role assists with marketing, documentation, event coordination, HR administration, and Health & Safety processes, while helping maintain facility presentation and smooth day-to-day operations. This is a full time position (35 hours per week), Monday to Friday 9.30 - 5.30pm.

Key Responsibilities

• Commercial & Marketing
  • Support marketing, communications, and media relations activities, including content creation, CRM management, and audience messaging.
  • Prepare reports, presentations, funding applications, and other documentation for Executive Director, Trustees, and external stakeholders.
  • Coordinate website, social media, newsletters, and press-related outputs.
  • Maintain the club's master events calendar and daily timetable, supporting scheduling, logistics, and cross-team coordination.
  • Contribute to membership growth and engagement initiatives.
  • Support club operations across facility use, administration, finance (including budget preparation), and general operational tasks for the Executive Director.
  • Support grant or funding applications with required documentation.
  • Assist with maintaining a professional presentation of Club premises by coordinating with the Facilities Manager, contractors, and suppliers, and supporting small maintenance or improvement projects.
• Health & Safety
  • Lead on the development, implementation, and review of Health & Safety policies and procedures.
  • Ensure all staff receive appropriate Health & Safety training, including risk assessments, safeguarding, and emergency procedures.
  • Undertake risk assessments, incident logs, policy, and safety documentation.
  • Coordinate training schedules, certifications, and inspections with the Facilities Manager.
• Human Resources
  • Assist the Executive Director with safer recruitment admin, including advertising, interview scheduling, and referencing.
  • Coordinate induction, staff training, sickness monitoring and maintain HR documentation.
  • Assist the Finance Manager with payroll.
  • Undertake staff appraisals and disciplinary meetings.
• Fundraising Planning
  • Work with Fundraising Consultants on fundraising strategy.
  • Meet regularly with the Fundraising Volunteers.
  • Provide administrative and logistical support for fundraising campaigns and events.
  • Assist with donor stewardship, communications, and CRM tracking.
  • Research new funding opportunities and partnership prospects.

Skills & Attributes

• Strong organisational, problem-solving, administration, communication and interpersonal skills.
• Maintain confidentiality and ensure a high level of professionalism.
• Promote a positive, responsive customer service culture with commitment to the Club's mission and values.
• Ability to manage multiple deadlines and competing priorities.
• Proficiency in CRM systems, Microsoft Office, and digital communication tools.