Executive Assistant (12 month fixed-term)

The Jockey Club; Cheltenham; On-site; GBP 25,000 - 45,000; Full time

Job description

Job title: Executive Assistant

Based at: Cheltenham Racecourse

Contract type: 12-month Fixed term

Hours: 37.5 hours per week

About the role

Based at one of Britain’s most iconic sporting venues, Cheltenham Racecourse, we have an exciting opportunity for an Executive Assistant to join our team on a 12-month Fixed term contract supporting our Cheltenham Chief Executive and our Chief Operating Officer. This key role demands top-notch organisational skills, a warm and professional demeanour, and the ability to juggle multiple tasks with precision and discretion.

The Executive Assistant will

• Provide comprehensive administration support to the Chief Executive Officer (CEO) and Chief Operating Officer (COO) managing their calendar, scheduling meetings, and preparing presentations and documents.
• Act as a bridge of communication between designated members of the Executive, SLT and various departments across the Jockey Club, as well as external partners.
• Coordinate travel itineraries, accommodation, and logistics for the CEO & COO, ensuring efficient and cost-effective travel (UK and International).
• Prepare meeting agendas, materials, and presentations. Attend meetings, take minutes, and follow-up on action items required.
• Manage expenses, ensuring accuracy and adherence to Jockey Club Policy. Reconciliation of corporate credit card statement.
• Help plan, and co-ordinate events, conferences, special projects, and team events providing support to ensure smooth delivery.
• Meeting and greeting of visitors, facilitating meeting set-up alongside technical troubleshooting.
• Liaison with other senior leaders and support staff around the business ensuring smooth co-ordination of meetings, travel, and logistics.
• Lead the maintenance of the office arranging for necessary repairs/purchases liaising with the Landlords and building concierge.
• Ensure reliable supplies and operation of office software/hardware and manage filing systems – archived & virtual.

About You

• Proven track record as an Office Manager, Executive Assistant, or similar role.
• Expertise in office software, including Microsoft Office Suite.
• Exceptional organisation & time management to juggle multiple priorities.
• Strong communication & interpersonal skills to engage effectively at all levels.
• Discreet & trustworthy, adept at handling confidential information.
• Thrives under pressure, prioritising tasks and meeting tight deadlines.
• Sharp problem-solving & outstanding attention to detail.

What we offer in return

• All colleagues can go along to any of our race day or music events free of charge – along with 3 friends or family with our TeamPass Ticket scheme.
• An award-winning pension scheme provider with a generous employer contribution
• A healthcare cash back plan enabling you to claim money back on health & wellbeing services.
• 25 days annual leave
• Access to a suite of Learning & Development training resources from renowned providers
• A whole host of other benefits including free eyecare vouchers, a ride to work cycle scheme & discounts across varying retailers & services.

If you think you have everything we’re looking for and more, then we’d love to hear from you. Don’t hang around, our closing date for this vacancy is 14th April but we reserve the right to bring this forward if we have many applications.

This role may be subject to a criminal record check, standard or enhanced DBS check or BHA Suitability Check. By applying you confirm that you are happy for these checks to be carried out.