Group Executive Assistant & Governance Coordinator

POSITION DETAILS: Position Title:

Group Executive Assistant & Governance Coordinator

Reports to (POSITION):

Group CEO

Team:

Group Executive Office

ABOUT BYTES:

Established in 1982, Bytes has grown rapidly and now employs over 800+ people across 6 locations in the UK and Ireland. Our turnover in Financial Year 2024 was in excess of £2bn. We work with SME's, corporates and public sector organisations to modernise and digitally transform their IT infrastructures.

We invest in our employees through on-going support, training and advice to help them achieve their career aspirations, rewarding success both financially and personally. There is opportunity to grow and move internally which can be seen through our long-standing employees who have developed existing and new skills to move into senior positions in the organisation leaving space for new team members to begin their journey.

Your Future Starts Here

Why Bytes?

• Over 800 staff (plans to double in size over the next 5 years)
• Operating from modern, hybrid working environments with offices in Leatherhead, Reading, London, Manchester, Port Solent and Dublin.
• Winners of an array of industry awards
• Sunday Times Top 100 Best Places to Work
• Excellent training and career prospects offered
• Fantastic office with gym, canteen, open plan, smart casual dress code, regular incentives and company events
• Supporters of 85+ charities with strong commitment to diversity and sustainability

PURPOSE OF JOB:

Provide first-class, proactive support to the Group CEO, with flexible support to other members of the Group C-suite as required. This trusted role sits at the heart of the Group and helps the CEO and senior leadership team operate effectively within a fast-paced PLC environment. The position also coordinates and administers Board and corporate governance activity, working closely with the Company Secretary and senior stakeholders.

KEY RESPONSIBILITIES: CEO & executive support

Provide proactive, high-quality support to the Group CEO, ensuring time is focused on the highest business priorities.

Manage a complex and changing diary, anticipating conflicts, priorities and preparation requirements.

Coordinate meetings, briefings, travel, correspondence and key stakeholder engagements.

Prepare agendas, presentations, briefing materials and pre-reads, and maintain oversight of actions and follow ups.

Provide flexible EA support to other C suite executives during key Group priorities, Board activity, leadership events and peak workloads.

Handle highly sensitive and confidential information with discretion and sound judgement.

Board & governance support

Support the Company Secretary with Board and Committee calendars, agendas, papers, meeting logistics and timely circulation of materials.

Support minute preparation and the tracking of decisions and actions.

Liaise with Board members, executives and paper owners to ensure deadlines and governance requirements are met.

Assist with the annual governance cycle, director onboarding, strategy sessions, subsidiary governance and corporate records.

Maintain accurate, well organised governance documentation.

Group & leadership coordination

Support Group Executive and senior leadership meetings, events, strategy sessions and key communications.

Act as a trusted point of contact between the CEO, C suite, Board and wider organisation.

Support ad hoc Group projects requiring strong coordination, confidentiality and senior stakeholder management.

Continuously improve the effectiveness of the Group Executive Office.

INDIVIDUAL RESPONSIBILITIES:

• Highly discreet, trustworthy and dependable.

• Proactive, calm and solutions-focused.

• Able to distinguish urgent from important and exercise sound judgement.

• Comfortable working at pace, managing ambiguity and constructively protecting executive priorities.

• Highly organised, warm, credible and professional with senior stakeholders.

• Naturally attentive to detail, governance discipline and accurate follow through.

• Comfortable using business systems, including PowerPoint, Board portals and entity-management tools.

WIDER TEAM NETWORK Internal

• Group CEO
• Group C-suite
• Company Secretary
• Board members
• Group Executive and senior leadership teams
• EAs and support teams across the Group.

External

• External advisers
• Board stakeholders
• Other senior external contacts.

QUALIFICATIONS, EXPERIENCE, & SKILLS: Educational Qualifications:

Relevant business administration, executive support or governance training.

Desirable

Professional Qualifications

Chartered Governance Institute qualification or relevant governance training.

Desirable

Years of Experience

Strong track record as an Executive Assistant supporting a CEO or C suite executive, ideally within a PLC, listed or similarly complex organisation. Previous Board and senior executive exposure is required.

Essential

Other Requirements

Company secretarial or corporate governance exposure; familiarity with Board papers, calendars, minutes and action tracking; excellent written communication, organisation, judgement, confidentiality and attention to detail.

Essential

CORE Competencies & SKILLS - BASED ON POSITION AND GRADE

• Executive diary, meeting and priority management

• Board and corporate governance coordination

• Senior stakeholder management and confident communication

• Discretion, confidentiality and sound judgement

• Excellent written communication and document preparation

• Organisation, attention to detail and action tracking

MEASURES & GOALS OBJECTIVE MEASURE FREQUENCY Executive effectiveness

CEO is well prepared and able to focus on the highest-value priorities.

Ongoing

C suite support

Flexible support is delivered when required while the Group CEO remains the clear priority.

Ongoing

Board governance

Board and Committee activity runs smoothly, professionally and to schedule.

Per meeting / annual cycle

Documentation control

Papers, actions, minutes and governance records are accurate and well controlled.

Ongoing

Action follow-through

Executive and Board commitments are tracked through to completion.

Weekly / ongoing