PA to the Chief Executive

Horizon Leisure Centres • Full-time • Havant, GB • £32k / year • 3d ago

Job title: PA to the Chief Executive

Hours: 37.5 (part-time considered)

Location: Havant Leisure Centre (Support Office)

Salary: 32,000

Looking for a workplace that ignites your passion, values respect, encourages innovation, and embraces being dynamic? Look no further! This role offers you the opportunity to join a team that believes in empowering its colleagues to unlock their full potential with Horizon.

Who We Are

At Horizon Leisure Centres, we are passionate about health and wellbeing and committed to making a real, positive difference to our customers and the communities we serve. Whatever your role, you will have the opportunity to bring fresh ideas, help us continuously improve, and deliver an experience that keeps people coming back.

Our Vision:

To empower communities to lead happier, healthier lives

Our Purpose:

To provide fully inclusive access at affordable prices to sport and leisure facilities and to help improve the health and wellbeing of the local community.

Our Values

● Passion ● Respect ● Innovation ● Dynamic ● Empowering

Your Role

You will provide high level personal assistant support to the Chief Executive and Board of Trustees, ensuring the Chief Executive’s time and attention is optimised and that trustees are well supported in their governance role.

Your Team

You’ll be working with and be integrated in our Support Office team and report directly to the Chief Executive.

Your Accountabilities

These are the areas where you hold personal ownership as PA to the Chief Executive. You are expected to lead on each of these and ensure they are delivered to a consistently high standard.

The effective management of the Chief Executive’s time, diary and correspondence, ensuring they are always prepared, focused on priorities and protected from unnecessary demands on their attention.

The accurate and timely preparation and distribution of all Board and sub-committee papers, minutes and governance documentation, ensuring trustees and the Leadership Team receive the right information at the right time.

Maintaining the highest standards of confidentiality in all matters relating to the Chief Executive, the Board and the organisation, at all times and without exception.

Ensuring that trustee records, regulatory registrations and governance compliance obligations (including Companies House and the Charity Commission) are maintained accurately and up to date at all times.

Your Responsibilities

Executive Support

Schedule meetings, appointments, and conferences for the Chief Executive. Prioritise and manage their calendar to ensure they use their time effectively.

Plan the Chief Executive’s daily routine, ensuring they are fully prepared for meetings, and able to focus on priorities and deadlines

Monitor and manage the Chief Executive's email inbox, drafting and responding to emails on their behalf when necessary. Maintain professionalism and confidentiality in all communications.

Serve as a point of contact between the Chief Executive and internal and external stakeholders, handling enquiries, requests and issues and ensuring prompt and appropriate responses.

Anticipate and address issues or challenges that may arise in the Chief Executive's work, taking proactive steps to resolve them.

Plan and coordinate travel arrangements when required, including booking flights, hotels, transportation, and creating detailed itineraries.

Act as liaison between the Chief Executive, the Leadership Team, and the Board of Trustees

Governance and Board Support

Prepare materials and documents for meetings, including agendas, presentations and briefing papers, ensuring timely circulation of agendas and distribution of documents and reports including Leadership Team and Board minutes.

Attend meetings and take accurate and detailed notes, preparing the minutes, and subsequently distributing to all participants including Board members and the Leadership Team as well as tracking action points.

Ensure the smooth and timely preparation and distribution of board and sub-committee papers

Organise Board and Sub-Committee meetings, including scheduling dates, booking venues, arranging attendance, and ensuring all logistics are in place

Support the Board of Trustees, including maintaining trustee records and registers, coordinating trustee inductions, and ensuring trustees receive timely, accurate information to support effective governance.

Ensure trustee appointments, resignations and details are correctly and promptly registered with Companies House and the Charity Commission.

Office and Corporate Administration

Liaise with the organisation's insurance broker regarding policy renewals, cover requirements, and potential claims, acting as the main point of contact for insurance-related enquiries

Draft, format, and edit reports, documents, presentations, and correspondence.

Organise and maintain digital and physical files, documents, and records. Ensure information is easily accessible when needed.

Maintain strict confidentiality of sensitive information and documents.

Build and maintain relationships with key stakeholders, acting as a credible ambassador for Horizon at all times.

Welcome and host external clients, preparing facilities for scheduled events and meetings and arranging refreshments as required.

Manage the corporate events budget

Provide administrative support to the Leadership Team, and general administration and coordination support to Managers within the Support Office, ensuring the effective day to day running of Support Office activities.

Carry out any other reasonable duties as required by the Chief Executive.

Your Experience

Proven experience in a PA, EA or senior administrative role, ideally supporting at Chief Executive or Director level (essential)

Excellent IT skills, including high proficiency in Word, Excel, PowerPoint and Outlook

Experience of diary management, organising meetings and coordinating events

Experience of taking and distributing thorough and timely meeting minutes.

Experience in dealing with sensitive/confidential information

Experience of supporting a Board of Trustees or Directors, or liaison with insurance providers or brokers (desirable)

Your Qualifications

Business Administration degree or equivalent (desirable)

Your Competencies & Skills

Excellent interpersonal skills, with confidence in dealing with senior stakeholders, clients and colleagues at all levels

Dynamic with an ability to work independently and at pace

Develops strong knowledge of business functions to support role across wider organisation

Ability to work effectively as part of the wider team supporting as required

Excellent written and verbal communication skills

Ability to work to tight deadlines, multi-task and prioritise under pressure

Strong organisational skills, time-management skills and attention to detail

A confident self-starter with a flexible approach, able to perform calmly and effectively under pressure

Proficiency in using office software (e.g., Microsoft Office Suite), calendar applications, and collaboration tools

Ability to handle confidential information with discretion and professionalism.

Flexibility and the ability to adapt to changing priorities and circumstances

What you can expect from us:

A comprehensive induction and training programme; you don’t need to have worked in the leisure industry before. We will teach you all you need to know!
Support from the wider team who have a great deal of combined knowledge and experience and who are eager to help you succeed!
Variety; no two days is the same!
An environment that encourages innovation and free thinking, surrounded by really dynamic, empowered individuals.

Benefits:

Free access to our award-winning gym’s and exercise classes for you and a +1
Employee discounts and wellbeing platform
Healthcare Cash plan
Free 24/7 access to GPs using our SmartHealth plan
Employee Assistance Programme - support for when you need it most
23 days annual leave + 8 days bank holiday
Internal recognition schemes
Opportunities for training, development and progression
Free onsite parking - subject to availability
Hybrid and family friendly policies
Generous company sick pay scheme
Employee referral scheme
Company pension scheme
Death in service benefit
And much more....

This role will be based at Havant Leisure Centre but will be expected to travel to other company site as the need requires.

Interview Process:

The recruiting manager will review your CV and if shortlisted, you will be invited to a formal interview/assessment process where we will evaluate your suitability for the role.

There may be times when due to the volume of applicants to need to close a vacancy early to avoid disappointment, be sure to get your application in as soon as possible!

If you are a recruitment agency, please note we operate a PSL and do not take cold calls.