Directorate Coordinator / Team Coordinator

Location:Greater London

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 and 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:
  • Organisational skills – prioritisation, diary management, event organisation and travel
  • 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.

Skills

  • The practical actions required to be able to fulfil the role’s requirements
  • Highly developed sense of professionalism: work ethic, sense of responsibility, resourcefulness, attention to detail
  • Excellent personal and diplomatic skills and an ability to liaise effectively with people at all levels
  • Excellent communication skills both oral and written
  • Ability to prioritise tasks and assess urgency of situations requiring executive action
  • Experience of organising events
  • Strong team working skills
  • Self-starter and ability to work under pressure and use own initiative
  • Strong organisational skills
  • Strong IT literacy (MS Office, Excel, PowerPoint).

Behaviours

The behaviours and characteristics required to be able to fulfil the role’s requirements.

Collaborative – Listening, seeking views and sharing information; constructively challenging when appropriate.

Taking ownership – Ensuring delivery and holding others to account; can influence, irrespective of hierarchy.

Agile – Proactive and responsive to provide a strong member service; responding positively to shifting priorities.

Commercial – Awareness of the wider business environment.

Innovative – Exploring, sharing and integrating best practice; generating new ideas and challenging a mind-set of “what we’ve always done”

Analytical – gathering information and using logic to analyse, problem solve, evaluate risk and make decisions

Equal opportunity employer

Our aim is to create prosperity for all. To do that well, we need a workforce that is more representative of the businesses we serve.

We know through experience that different ideas, perspectives and backgrounds create a stronger and more innovative work environment that delivers better results. To support an inclusive environment where employees feel empowered to share their experiences and ideas, we’ve encouraged the creation of a variety of Employee Resource Groups - Women, LGBT+, BAME and Working Families.

We recognise the many benefits flexible working can bring. Many of our employees work flexibly in many different ways, including part-time. Please talk to us at interview about the flexibility you need. We can’t promise to give you exactly what you want, but we do promise not to judge you for asking and will accommodate where possible.

How to apply

Please submit your CV and cover letter to recruit@cbi.org.uk with 'Directorate Coordinator' as the subject.