Administrator Executive

Admin Executive
Location: Birmingham (City Centre)
Working Pattern: Full time, Monday-Friday, 09:00-17:30
Hybrid: Up to 2 days per week from home (subject to business needs)

A leading organisation in Birmingham is seeking a highly organised and proactive Admin Executive to support its senior leadership and ensure the smooth running of core operations. This is a confidential search for an experienced administrator who excels in minute taking, coordination, and managing a broad range of office and executive support tasks. It is an excellent opportunity for someone who thrives in a professional environment, enjoys responsibility, and takes pride in delivering high quality administrative work.

Key Responsibilities Meeting Administration & Minute Taking

• Attend and record accurate, clear and professional minutes for Board and senior-level meetings (minimum 48 per year). Produce and circulate timely draft minutes following meetings.
• Compile and prepare reports for Board and leadership discussions.
• Maintain a well organised archive of agendas, minutes, reports and related documentation.

Office Management

• Monitor and maintain suitable stock levels for office supplies.
• Coordinate equipment servicing and repairs with external providers.
• Prepare meeting rooms before and after use.
• Maintain a register of office assets and equipment.
• Arrange refreshments for visitors and meeting attendees.

Administrative & Executive Support

• Provide high level administrative assistance to senior managers.
• Handle correspondence including email, post and telephone enquiries.
• Manage incoming messages from shared inboxes.
• Prepare presentations, reports and meeting documentation as required.
• Ensure accurate and efficient document storage and filing.

Documentation & Record Management

• Maintain company records, databases and filing systems (digital and physical). Ensure operational documents are securely stored.
• Maintain employee files and support HR related administration in line with data protection policies.

Customer Service & Front of House Duties

• Act as first point of contact for visitors during office hours.
• Respond to general enquiries received through company email accounts.
• Handle administrative queries in a professional and efficient manner.

General Organisational Support

• Assist with events, including occasional out-of-hours work.
• Support efficient use of resources and contribute to a well managed, accessible organisation.
• Promote good health and safety practices.
• Support equality of opportunity across service delivery.

Skills & Experience Required

• Proven experience taking minutes at Board or senior leadership level (essential). Exceptional written communication and document production skills.
• High accuracy and attention to detail.
• Strong organisational and time management capabilities.
• Ability to manage multiple priorities independently.
• Discretion and professionalism when handling confidential information.

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.