Personal Assistant to Director | Club Limited

Bristol Bears Rugby is part of Stephen Lansdown’s sporting group of companies which includes Bristol Sport, Bristol City Football, Bristol Flyers Basketball and each of their respective community charities.

Our ambition is ‘to inspire our community through rugby success’. Our supporters regularly attend Ashton Gate Stadium to watch the team perform in Premiership and European Cup Competitions as well as our Women’s team who play at the highest level of domestic competition.

ROLE SUMMARY

This role provides high level, comprehensive administrative support to the Director of Rugby (DoR) to ensure the smooth management of their day-to-day tasks and effective time management, as well as delivering process-led excellence across Bears Men, Women and Academy. This position operates in a fast-paced, confidential, and high-pressure sport environment and requires exceptional organisational skills, and attention to detail.

KEY RESPONSIBILITIES

Support to the DoR

• Act as a first point of contact, managing correspondence and queries.
• Proactive management of the DoR’s diary, organising all meetings and appointments, acting as a gatekeeper and ensuring the DoR is aware of key dates and deadlines.
• Monitor email inbox, flagging urgent correspondence and ensuring queries are dealt with in a timely manner.
• Prepare relevant correspondence when required.
• Collate and manage expenses via Concur expense system.
• Arrange travel and accommodation for the DoR to attend meetings and events when required.
• Management of annual leave and lieu time for all Coaches and Performance HOD’s via the UKG time management system.
• Service and attend Bristol Bears Board meetings, working with the Chief Executive Officer to ensure agendas and papers are circulated in advance. Minute taking and circulating these post meeting.
• Service and attend Club meetings, including; staff meetings, leadership meetings, recruitment meetings, coaches’ meetings and any other meetings upon request by minute taking and circulating these post meeting.
• Collate information for board reports and stakeholder updates.
• Coordinate the annual Minimum Standards Audit; collaborating with key stakeholders across Ashton Gate, Community Foundation and Bristol Bears to ensure key deadlines are met.

Performance Administration

• Act as central point of contact between academy, women’s, and men’s coaching staff.
• Coordinate cross‑departmental meetings between coaches, athletic performance, medical and player recruitment.
• Support in maintaining shared calendars for the High‑Performance Centre – pitch allocations, gym usage, meeting rooms etc across all teams, including internal event bookings and barn usage.
• Manage internal communications channels.
• Coordinate performance staff CPD activities and collate individuals’ feedback.
• Maintain performance department databases including squad information and fixture schedules.
• Support the HPC Events Manager for end‑of‑season events for all teams as required.
• Assist with monitoring the schedule for trialists and part time players.
• To contribute positively to the Bears vision and culture.
• To undertake such other duties as may be reasonably required.

KEY RELATIONSHIPS

• Director of Rugby
• Bristol Bears Board Members
• Chief Executive Officer
• Heads of Department
• Staff and Coaches
• Players
• Ashton Gate Operations Staff

ESSENTIAL SKILLS

• Experience in supporting senior staff in an administrative capacity.
• Ability to work independently as well as part of a team.
• Ability to proactively identify tasks and take appropriate action.
• Ability to ensure and promote a “no surprises” philosophy for the DoR.
• Highly organised and able to adopt a flexible approach.
• Strong administrative skills and attention to detail.
• Strong communication skills, both written and verbal.
• Ability to solve problems and manage situations in a professional and highly confidential manner.
• Ability to adopt a collaborative approach, building and maintaining positive relationships with staff and players.
• Ability to work calmly under pressure and manage competing priorities.

DESIRABLE

• Experience of working in a fast paced, high‑performance environment.

HEALTH AND SAFETY

• Responsible for ensuring all health and safety procedures are…