Executive Office Coordinator

First Harvest Credit Union; Greater London; On-site; GBP 30,000 - 50,000; Full time

Job description

Our team is seeking an Executive Office Coordinator to support our executive and senior management teams. This vital role calls for a trusted partner who thrives in a dynamic environment, juggling multiple priorities while maintaining confidentiality and professionalism.

As our Executive Office Coordinator, you'll be the hub of our executive office, ensuring seamless coordination and support. Key responsibilities include:

• Executive Support: Manage calendars, coordinate appointments, and handle written and verbal communications for executive management.
• Frontline Liaison: Serve as the initial point of contact for executive office guests and correspondence, ensuring a welcoming and professional experience.
• Meeting Management: Schedule, organize, and assist with preparation for board meetings, budget meetings, and other meetings, including coordination of presentations, catering and audio-visual needs
• Record Keeping: Coordinates board materials, preparing high-impact presentations and ensuring seamless distribution; maintain detailed meeting minutes, organizational charts, executive and volunteer contact information, and credit union records.
• Event Coordination: Assist with planning and logistics for business meetings, Annual Meeting, retreats, and events hosted by executive management or member Development group.
• Operational Excellence: Oversee the executive office's supplies, conference room calendar, and executive area upkeep.
• Travel & Reports: Arrange travel, prepare expense reports, and produce detailed reports as needed.
• Charitable Contribution and Community Impact: Responsible for tracking, disposition and fulfillment of charitable requests and contributions.
• Regulatory Correspondence Coordination: Coordinate the regulatory documentation and request process for field of membership expansion or changes; Track formal member/consumer complaints, coordinating and dispositioning responses and outcomes as directed. .
• Corporate Promotional Inventory: Administer inventory, requests and disposition of corporate logo items, including apparel and promotional items.
• Budget and Vendor Tracking: Maintain log of corporate and charitable expenses; Provide solutions around vendor contracts in regard to event contracts, catering contracts, etc.

We're looking for a candidate with the skills and experience to excel, including:

• Education: Minimum of an Associate or Bachelor's degree preferred; high school diploma or GED required.
• Experience: A minimum of 3 years in a communications, event planning and administrative support role required.
• Skills:
  • Expertise in the use of pc software applications including but not limited to Adobe Acrobat X Pro, Microsoft Office Suite including Outlook, Word, Excel and PowerPoint is required.
  • Exceptional attention to detail and organizational skills.
  • Strong written and verbal communication abilities.
  • Ability to multitask and work independently with minimal supervision.
  • Professionalism, discretion, and adaptability.
• Availability:
  • Flexible to work on occasional weekends, evenings, and variable schedules based on the need.

Why This Could Be Your Ideal Role:

• Impactful Work: Be a key player in supporting our leadership team and driving organizational success.
• Collaborative Environment: Join a team that values your contributions and fosters a culture of respect and excellence.