Job Description

Main Purpose of the Post:

This role provides high-quality executive and operational support to the Senior Team and Directors, ensuring the smooth day-to-day running of Head Office and effective coordination across the wider Water Babies network. The postholder will act as a trusted point of contact, managing diaries, meetings, travel, and office operations with professionalism, discretion, and attention to detail. With a strong focus on organisation, communication, and proactive problem-solving, this role plays a key part in enabling senior leaders to operate efficiently while maintaining a welcoming, well-run Head Office environment.

Key Responsibilities:

Executive Support:

Manage the Senior Team and Meetings/projects calendar, including scheduling meetings, appointments, and travel arrangements Prepare, review, and edit correspondence, reports, presentations, and other documents Coordinate and facilitate Directors and Senior Team meetings, including preparing facilities, agendas, taking minutes, and following up on action items Assist with diary management and bookings for CEO and Directors as required Arranging international travel, visa's and accommodation for the CEO and Directors Ensure travel arrangements are clear for visitors and that they are greeted to Water Babies

Head Office Coordination

Oversee day-to-day operations of Head Office, ensuring processes are efficient and effective Coordinate and schedule the office cleaners Liaise with Burlington estates for Office management Manage office supplies, equipment, and liaise with IT support as needed Meet and Greet visitors to Head Office Provide administrative support to the Head Office team Manage the office phone mailbox and email inboxes Manage the Head Office credit card Monitor office usage and address furniture/desk requirements Maintain office stationery supplies Organise food and refreshments for meetings

Health and Safety:

Coordinate health and safety protocols with the Head of Pools & Facilities Execute fire drills Maintain the first aider rota Oversee the annual PAT testing process for electrical equipment

Communication and Coordination:

Serve as a key point of contact between the Directors and internal/external stakeholders Facilitate effective communication within the Directors team and across the wider Head Office and UK/International teams Maintain confidentiality and discretion in handling sensitive information

Event Planning and Coordination:

Organise and manage corporate events, meetings, and conferences, including logistics, Invitations and vendor coordination Arrange external conferences and events for the Senior Team Ensure events run smoothly, managing on-site details and addressing any issues that arise Coordinate International travel plans, including itineraries, accommodations, and transportation

Relationship Management:

Build and maintain strong relationships with the wider Water Babies team, key contacts, clients, and partners Represent Water Babies in a professional and courteous manner in all interactions Organise Christmas gifts for the network and partners Handle special requests and tasks from the executive with a high degree of professionalism

Miscellaneous Tasks:

Anticipate and proactively address potential issues

General:

Undertake such other duties commensurate with the grade of the post as may be reasonably required

Benefits:

Additional leave

Bereavement leave

Casual dress

Company events

Company pension

Employee discount

Enhanced maternity leave

Financial planning services

Free parking

Health & wellbeing programme

Life insurance

Paid volunteer time

Sick pay

Schedule:

Flexible - 24 hours per week, to be worked across Monday-Friday

Education:

A-Level or equivalent (preferred)

Experience:

Administrative experience: 1 year (preferred)

Language: English (preferred)

Licence/Certification: Driving Licence (required)

Work Location: Hybrid remote in Exeter EX5 1AR

Job Types: Part-time, Temporary 9 months

Job Types: Part-time, Temporary
Contract length: 9 months

Pay: 15,000.00 per year

Expected hours: 24 per week

Benefits:

Additional leave Bereavement leave Casual dress Company events Company pension Employee discount Enhanced maternity leave Financial planning services Flexitime Free parking Health & wellbeing programme Life insurance Paid volunteer time Sick pay
Application question(s):

Tell us about a time you had to manage multiple deadlines at once. How did you prioritise your tasks and what tools did you use? What office software or administrative systems are you most comfortable with, and how have you used them to improve efficiency in a previous role?
Education:

A-Level or equivalent (preferred)
Experience:

administration: 1 year (preferred)
Work Location: Hybrid remote in Exeter EX5 1AR