Business Support Executive

The Business Support Executive is a pivotal role responsible for providing comprehensive administrative and operational support to enhance the efficiency and effectiveness of business processes. This position plays a crucial role in ensuring seamless coordination, communication, and problem resolution within the organization.

Projects will be assigned by the Head of Services, agreed with the job holder and recorded and tracked in the BreatheHR system.

Key Result Areas

Administrative Support:

• Provide high-level administrative support to senior executives, including calendar management, travel arrangements, and document preparation

Communication Management:

• Manage internal and external communication channels, including emails, phone calls, and correspondence, ensuring a professional and timely response.

Meeting Coordination:

• Coordinate and schedule meetings, prepare agendas, and facilitate the smooth running of internal and external meetings.

Data Management:

• Maintain accurate and organized records, databases, and documentation related to business activities

Process Improvement:

• Identify opportunities for process improvement and implement efficient workflows to enhance overall Business Support functions.

Project Assistance:

• Assist in the planning, execution, and follow-up of business projects, ensuring deadlines are met and objectives are achieved.

Stakeholder Liaison:

• Act as a liaison between various internal departments, external partners, and clients to facilitate effective communication and collaboration.

Problem Resolution:

• Address and resolve operational issues, discrepancies, and challenges to ensure the smooth functioning of daily business operations.

Operating, Environment, Framework and Boundaries:

Operating Environment:

1. Confidentiality:

• Operate within strict confidentiality boundaries, handling sensitive information and maintaining privacy and integrity.

1. Regulatory Compliance:

• Adhere to all relevant laws, regulations, and compliance standards governing Business Support activities.

1. Cross-Functional Collaboration:

• Collaborate with different departments while understanding and respecting the boundaries of their respective roles and responsibilities.

Communications and Working Relationship:

1. Senior Executives:

• Work closely with senior executives to understand their needs and provide proactive support.

1. Internal Teams:

• Collaborate with various internal teams to facilitate cross-functional communication and cooperation.

1. External Partners:

• Engage with external partners, clients, and vendors to coordinate activities and foster positive relationships.

1. Team Members:

• Work collaboratively with colleagues to ensure a harmonious and efficient work environment.

Problem Solving & Complexity:

Operational Challenges:

• Address and resolve day-to-day operational challenges, ensuring business processes run smoothly

Resource Management:

• Effectively manage resources, such as time and information, to meet Business Support needs.

Decision Making Authority & Responsibility:

Calendar Management:

• Authority: Make decisions regarding the scheduling and prioritization of calendar events for senior executives.
• Responsibility: Ensure that executives' schedules are optimized for productivity and alignment with business priorities.

Communication Handling:

• Authority: Make decisions on how to handle and prioritize communication channels
• .Responsibility: Ensure timely and appropriate responses to emails, calls, and other forms of communication.

1. Meeting Coordination:

• Authority: Make decisions regarding the scheduling, agenda, and coordination of internal and external meetings.
• Responsibility: Ensure that meetings run smoothly and contribute to the achievement of business objectives.

Knowledge, Skills, Experience:

Knowledge - the job holder will have:

Skills:

Soft:

• Excellent verbal and written communication skills to interact effectively with internal and external stakeholders.
• Strong problem-solving abilities to address operational challenges and find efficient solutions.
• Exceptional organizational skills to manage multiple tasks and priorities simultaneously.
• Ability to adapt to changing priorities and work effectively in a dynamic business environment.

Hard:

• Strong administrative skills with proficiency in office tools, calendar management, and documentation.
• Experience in maintaining organized records and databases, ensuring accuracy and accessibility.
• Familiarity with project management concepts and the ability to assist in planning and execution.

Experience:

• Proven experience in an executive support or business administration role.
• Familiarity with business operations, project coordination, and stakeholder engagement.

The Business Support Executive role requires an individual with strong organizational and communication skills, adept at managing administrative tasks, and capable of providing valuable support to senior executives and business operations.