Admin Coordinator

• Based in Leatherhead
• Up to £27,000 salary (DOE)
• 28-35 hours per week over 4/5 days
• Flexible working hours: 8am – 4pm/9am – 5pm
• Hybrid working

Benefits:

• Very generous pension
• Death in service scheme
• Mileage payments
• Training provided
• Parking onsite (first come, first served basis)

Job Description:

• Organise and attend committee meetings (in-person and online)
• Drafting agendas, minutes and managing follow up actions.
• Send invites and ensure timely distribution of agendas and papers.
• Follow up on meeting actions to ensure completion.
• Book venues, arrange refreshments, and keep attendees informed.
• Maintain up-to-date contact and circulation lists.
• Record meeting attendance and report to the Business Manager/Accountant.
• File documents systematically for easy access and reference.
• Communicate professionally via email, phone, and in person.
• Attend weekly Teams meetings and update the shared calendar as needed.
• Arrange ad hoc meetings at Directors’ request.
• Carry out other relevant duties as required.
• Maintain confidentiality at all times.

Person Specification:

• Proven experience in attending and accurately minuting complex meetings.
• Strong proficiency in Microsoft Office 365, with particular expertise in Microsoft Teams.
• Excellent organisational skills with the ability to plan, prioritise, and manage a varied workload.
• Flexible and adaptable, able to respond effectively to changing demands and pressures.
• Clear and confident communicator, both written and verbal.
• Collaborative team player with a positive and proactive approach.
• Full UK driving licence as travel to meetings required (once a month)

Refer a friend and earn £100! If you have a friend who is also searching for a new opportunity in the local area, recommend Optima and if we place them (providing they complete their 3-month probation period), you will receive a £100 retail voucher of your choice!

Please note that if you have not been contacted within 5 working days, then unfortunately on this occasion your CV has not been shortlisted.

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Optima Recruitment Limited are acting as a recruitment agency in relation to this vacancy and are an equal opportunities employer.