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Executive Assistant to the CEO

Table Tennis England

Table Tennis England, formerly the English Table Tennis Association, is the national governing body for table tennis in England, responsible for representing, coordinating, administering, marketing and developing the sport.

13 May 2022
Full Time
Closing date
31 May 2022

Role Summary

Ensure the provision of a professional, confidential, and efficient support service to the Chief Executive, the Chair and the Board of Directors.

A key part of the role will also be providing support to the governance structure and processes of Table Tennis England and Great Britain Table Tennis, as well as leading, managing and contributing to various operational projects.

Key Responsibilities

1. Management of Chief Executive’s Office

Organise and manage all day-to-day activity of the Chief Executive’s office including:

  • Managing a demanding diary, ensuring efficient scheduling of meetings by coordinating with all relevant parties to ensure the best possible use of time and resolving clashes/conflicts appropriately.
  • Acting as a gatekeeper to the Chair and Chief Executive protecting demands on the diary;
  • Managing a ‘Brought Forward’ system for efficient handling of paperwork (electronic and hard copy) for meetings;
  • Implementing effective forward planning administrative systems for the smooth running of meetings, including creating/collating meeting briefing notes at least two days in advance of meetings;
  • Anticipating travel arrangements, booking itineraries and managing visaapplications where necessary for the Chief Executive, Chair and other key personnel where necessary;

Manage the Chief Executive’s time by:

  • Assisting with the management of workflow and action deadlines;
  • Regularly reviewing the Chief Executive’s emails, forwarding, replying, deleting, filing/flagging as appropriate;
  • Researching and preparing presentations as required;
  • Reading, routing and replying to postal correspondence;
  • Drafting letters and initiating telecommunications where appropriate;
  • Screening telephone calls, enquiries and requests - fielding responses as appropriate.

2. Executive Support

  • Responsible for programming the executive meetings to ensure alignment that allows efficient strategic reporting against the business plan;
  • In liaison with the relevant Chair, the Chief Executive and Head of Governance & Operations, manage the following meetings, by preparing/distributing/ writing the agendas, supporting papers where necessary) and minutes:
  • Notice for the Annual General Meeting
  • Board of Directors
  • National Council
  • Great Britain Table Tennis
  • Senior Leadership Team
  • Complete Chief Executive’s action points arising from all meetings where possible;
  • Build a good business relationship with the Chief Executive and input ideas towards the successful development of organisational activity.

3. Corporate Governance

  • Support the management of compliance to the annual Governance cycle in accordance with the Articles of the Association, including the election process for Office Holders;
  • Support the Head of Governance & Operations to ensure compliance with the Code for Sports Governance
  • Support the organisations Data Protection Policy and oversee the establishment of an implementation plan
  • Support the ISA 550 & Declarations of Interest process for the whole organisation, including Board/Committee volunteers;
  • Support the process for creation of the Annual Report and Financial Statements

4. Events

  • Manage hospitality of all VIPs at major events by:
  • Programming a schedule of activity in liaison with the Chief Executive;
  • Booking relevant venues, equipment, decoration and such like;
  • Creating appropriate guest lists, issuing invites and managing RSVPs;
  • Manage all social activities for employees;
  • Manage All Staff Briefings, to include the programming and logistics.

5. Communications

  • Draft the Chief Executive’s contribution to the monthly Chief Executive Update;
  • Act as a contact point for the President, Chair and Board of Directors;
  • Act as a contact point for the Chief Executive's external professional contacts.

6. Other Duties

  • Support the Customer Service and Ranking team as required in peak periods and directed by Head of Operations and Governance
  • Contribute to, research or manage specific projects, whenever required by the Chief Executive commensurate with the grade of the post;
  • Exercise confidentiality, discretion and personal sensitivity in all aspects of the role;
  • Undertake other duties from time to time as reasonably required by the Chief Executive;
  • To undertake such other duties as may be appropriate to achieve the objectives of the post

Person Specifications / Skills:

  • A minimum of three years experience in a similar role;
  • Interest in and /or experience of sports governing bodies and/or public funding or membership type bodies.
  • Excellent verbal and written communications skills;
  • Proficient in working with Office 365 products;
  • Demonstrable experience of applying discretion and confidentiality in all aspects of the role;
  • Able to use initiative and judgment with decision-making capability;
  • A good team member who is adaptable and has attention to detail and accuracy.

To Apply:

Please click 'Apply Now' to submit your application for the role to HR at Table Tennis England.

Table Tennis England is an equal opportunities employer and welcome applications from all suitably qualified persons, regardless of their race, gender, disability, religion/belief, sexual orientation or age

A copy of the policy can be found on the Table Tennis England website.

Table Tennis England Reserves the right to withdraw this role prior to the closing date should sufficient suitable applicants be received.

Additional Information

Full Time
Job Type
Table Tennis
Pay Information
£Competitive + benefits

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