Location: Addlestone -Office-based, 5 days per week
Department: Corporate Services
The Opportunity
We are looking for a highly organised and proactive Executive Officer to join a busy Corporate Services team, providing essential administrative and operational support across the organisation.
The primary focus of this role will be coordinating and arranging business travel, with a particular emphasis on international travel. You will take responsibility for managing the administrative arrangements from start to finish, ensuring bookings, documentation and approvals are completed accurately and in line with established procedures.
Alongside your travel coordination responsibilities, you will play an important part in supporting the wider Corporate Services function, helping to ensure the smooth and efficient day-to-day running of the office.
Key Responsibilities
Business Travel Coordination
-
Coordinate and arrange business travel on behalf of colleagues, primarily involving international travel.
-
Ensure all travel arrangements comply with relevant policies, procedures and approval requirements.
-
Liaise with colleagues, travellers and external contacts to gather the necessary information.
-
Complete and process travel-related forms and documentation accurately and efficiently.
-
Maintain accurate travel records, spreadsheets and supporting information.
-
Monitor bookings and assist with any queries, amendments or changes to travel arrangements.
-
Provide colleagues with clear guidance on travel procedures and administrative requirements.
-
Develop a thorough understanding of internal travel processes and ensure these are consistently followed.
Wider Corporate Services Support
As part of the wider team, you will also provide general office and administrative support, including:
-
Managing stationery and office supplies, arranging replenishment when required.
-
Ordering equipment and other items in accordance with agreed procedures.
-
Supporting the organisation of meetings, including room bookings and preparation.
-
Arranging refreshments for meetings and events.
-
Responding to general office administration requests from colleagues.
-
Supporting workplace health and safety activities, including checking first-aid kits and assisting with fire drills.
-
Maintaining appropriate records and spreadsheets.
-
Providing flexible support to other areas of the team as operational requirements arise.
About You
We are looking for someone who is organised, methodical and comfortable working in a busy administrative environment.
You will ideally demonstrate:
-
Previous experience in an administrative, coordination or office support role.
-
Excellent organisational skills and the ability to manage competing priorities.
-
Strong attention to detail, particularly when dealing with bookings, forms and records.
-
The ability to learn new procedures and processes quickly.
-
Good written and verbal communication skills.
-
Confidence liaising with colleagues at all levels.
-
Competent IT skills, particularly Microsoft Outlook, Excel and Word.
-
The ability to work independently, use initiative and recognise when issues need escalating.
-
A flexible, approachable and customer-focused attitude.
-
A dependable approach, with the ability to take ownership of tasks and see them through to completion.
Working Arrangements
This is a fully office-based position, requiring attendance on site five days per week.
The role offers an opportunity to become an integral part of a supportive Corporate Services team, providing varied administrative and operational support across the organisation.
If you are an organised and detail-focused administrator who enjoys coordinating arrangements, supporting colleagues and ensuring everything runs smoothly behind the scenes, we would love to hear from you
