Administration Manager - Organisation

Working pattern:
Full-time, five days per week, principally office-based, with occasional evening attendance at Company events. Flexible working arrangements may be considered by agreement.

Supervision:
Day-to-day supervision of Administration & Events Assistant.

The Administration Manager plays a central role in the smooth and professional running of the Company, providing trusted, proactive and discreet support to the senior team. This varied, hands-on role combines senior personal assistance and administration with the coordination of Committee activities, Company hospitality, ceremonial occasions and specified events. The postholder takes charge of practical arrangements for selected events, oversees office resources and key administrative processes, and provides day-to-day guidance to the Administration & Events Assistant.

The role calls for initiative, sound judgement, discretion and exceptional attention to detail.

Support to the senior team Act as Personal Assistant to the senior team for Company duties, correspondence, diaries and engagements.

Coordinate invitations, RSVPs, briefings, travel and practical arrangements.

Lead arrangements forengagements, anticipating requirements and liaising with external contacts.

Work closely with the CEO on the distribution of papers for Committee and Trade Liaison Committee.

Support the CEO and relevant Committee Secretaries with preparation, collation and circulation of papers and supporting documentation, under their direction.

Maintain orderly administrative records, membership lists, papers and minutes archives; assist with administrative follow-up as directed.

Oversee the invitations to Committee members, tracking of attendance and dietary requirements, and liaison with colleagues and caterers.

Act as the escalation point for meeting administration queries and ensure continuity of arrangements when the Administration & Events Assistant is unavailable.

Lead the organisation of Committee lunches, including attendance, catering, menus, seating, materials and liaison with suppliers.

Coordinate the Administration & Events Assistant’s practical preparation and ensure appropriate standards of presentation.

Provide agreed practical and administrative support for Company dinners and other principal events.

The Head of Membership & Engagement leads all aspects of Company dinners, including producing menu content and creating and approving seating plans.

Working closely with the Administration & Events Assistant, oversee the accurate printing and assembly of Company dinner materials from the approved content and seating arrangements.

Take charge of administrative and logistical arrangements for events and receptionsin September, lunches in December and dinners in April, liaising with colleagues, as required.

Prepare seating plans for the March and June Company Lunches, working with the Head of Membership & Engagement, who retains overall responsibility for these events.

Support the Head of Membership & Engagement with practical arrangements for the Company Lunches, Harvest Festival, Installation and Carol Services, liaising with relevant colleagues on catering, attendance and event materials.

Coordinate the practical arrangements for the Company's annual Children's Christmas Present Appeal Wrapping Day, including attendance, venue preparations, wrapping materials and liaison with colleagues.

Maintain and coordinate the annual Company calendar and key administrative records.

Support the CEO in general Company administration and identify improvements to procedures.

Act as…