Administrative Assistant (Mayor's Office)

West Midlands Combined Authority; Birmingham; On-site; GBP 23,000 - 29,000; Full time

Benefits offered by this job

Local Government Pension Scheme

Shared Cost AVCs

28 days annual leave

EV car benefit scheme

Healthcare plans

Discounted gym membership

Will writing with mortgage advice

Bike purchase scheme

Volunteer leave (3 days)

Job summary

West Midlands Combined Authority is seeking an organised Administrative Assistant to support the Mayor's Office in Birmingham. The role covers diary management, meeting coordination, and a busy workload across Mayoral activity.

You will work with the Executive Assistant and policy teams to ensure timely delivery of commitments, accurate records, and professional stakeholder engagement. A flexible, proactive approach is essential.

Qualifications

• Excellent written and verbal communication skills.
• Strong attention to detail.
• Ability to manage a high volume of written information.
• Good organisational and time management skills.
• Ability to work independently and as part of a team.

Responsibilities

• Coordinating meetings, diary arrangements and appointments.
• Preparing and formatting agendas, meeting papers, correspondence and briefing materials.
• Supporting arrangements for Mayoral visits, events and engagements.
• Maintaining accurate records, trackers and systems.
• Monitoring actions, deadlines and upcoming commitments.
• Supporting travel, accommodation, catering and meeting arrangements.
• Assisting with procurement, invoices and financial processes.
• Managing visitors and acting as a professional point of contact for colleagues and stakeholders.
• Providing flexible support across the Mayor's Office as priorities change.

Skills

Communication

Attention to detail

Organisational skills

MS Word

MS Excel

MS PowerPoint

Discretion

Teamwork

Tools

Word

Excel

PowerPoint

Job description

We're looking for an organised and capable Administrative Assistant to join the Mayor's Office and provide a high-quality service across a busy and varied workload.

This is an opportunity to work at the heart of the Mayor's Office, supporting the team with the day-to-day coordination of meetings, diary arrangements, correspondence, briefings, events and other Mayoral activity.

You'll work closely with the Executive Assistant, Mayor's Office Business Manager and Mayoral Policy and Correspondence Adviser, helping to make sure the office runs smoothly and commitments are delivered on time.

What you'll be doing.

You'll provide a wide range of administrative support, including:

• Coordinating meetings, diary arrangements and appointments.
• Preparing and formatting agendas, meeting papers, correspondence and briefing materials.
• Supporting arrangements for Mayoral visits, events and engagements.
• Maintaining accurate records, trackers and systems.
• Monitoring actions, deadlines and upcoming commitments.
• Supporting travel, accommodation, catering and meeting arrangements.
• Assisting with procurement, invoices and financial processes.
• Managing visitors and acting as a professional point of contact for colleagues and stakeholders.
• Providing flexible support across the Mayor's Office as priorities change.

What's essential.

This is a role where pace and accuracy are equally important.

You’ll be comfortable working through a range of documents and information throughout the day. You’ll need to read and understand written information quickly, pick out what is important and produce clear, accurate work.

You’ll be organised and able to manage competing priorities, including requests that can arise at short notice. You’ll take clear instruction, keep track of actions and deadlines, and know when something needs to be escalated.

You’ll also have:

• Excellent written and verbal communication skills.
• Strong attention to detail.
• The ability to work confidently with a high volume of written information.
• Good organisational and time management skills.
• The ability to work independently and as part of a team.
• Good working knowledge of Word, Excel and PowerPoint.
• The ability to handle sensitive and confidential information with discretion.
• A positive and flexible approach to supporting colleagues.

Location.

The location for this role is Summer Lane, Birmingham with at least 2 days a week spent in the office.

Anonymised Applications.

Your uploaded CV won't be visible after submission. Our process is anonymised, and only the information in your profile is used for shortlisting. Be thorough in each section. It's your chance to showcase your skills and experience.

Using Artificial Intelligence (AI)

We cannot stop anyone from using AI to help write application content. Used right, it can be a great tool. If you choose to use AI, then use it as a helper rather than relying on it wholly to write your application.

Applications that rely too heavily on AI may be rejected during shortlisting. For help on how to write a supporting statement, please visit the FAQs section of our careers site.

Reasonable adjustments.

If you have an accessibility need, disability, or condition that means you might require changes to the application or recruitment process, please get in touch with our Recruitment Team ([e-mail]).

Salary and benefits.

We advertise salary ranges, with new appointments typically starting at the lowest salary point. In exceptional cases, the salary point may be adjusted to secure the best candidate. This approach allows for potential year-on-year salary increases, offering progression and appropriate rewards to employees. Requests for salaries above the maximum advertised range will not be considered.

• Local Government Pension Scheme (one of the most generous pension schemes in the UK).
• Shared Cost Additional Voluntary Contribution scheme where you can build an additional pot of money alongside your pension with contributions exempt from Income Tax and National Insurance contributions (NICs).
• 28 days paid annual leave (with an option to purchase more) + Statutory days.
• EV car benefit scheme
• Healthcare plans.
• Discounted gym membership, will writing, and mortgage advice.
• An option to buy a bicycle, including e-bikes and adapted pedal cycles, at a discounted rate.
• 3 days of paid leave each year to volunteer.
• Interest-free financing through SmartTech to buy the latest technology
• Discounted shopping with over 2,000 big-name retailers, and more. You can now also obtain a Costco membership through the WMCA.
• Boundless unlocks unlimited entry to top-rated UK attractions and loads of extra benefits and discounts.
• Eye Care Scheme, offering a free eye test and a financial contribution towards your glasses.

For more information, please visit the benefits page on our career site.

Why join WMCA?

WMCA is laser-focused on improving the West Midlands, bringing economic growth, jobs, homes, and better journeys to the region. We target local needs where it matters most, ensuring everyone has a job that pays well and has access to safe and affordable places they can call home.

We put people and place at the heart of everything we do, working hand in hand with our partners to direct funding where it's needed most. What you do, really matters. Your expertise will help make a big difference, improving people's lives, every day.

Our Values and Behaviours.

Fostering an environment where people feel valued, included, supported, and proud to contribute to our region is important to us at the WMCA. Our behaviours are more than statements; they guide how we work, make decisions, and treat one another - they set the standards we hold ourselves to and the experience we want others to have.

• Collaborative - We work as one organisation. Together we build trust, connection and shared purpose across teams, partners and residents to create the biggest impact for our region.
• Driven - We are focused on outcomes. We perform at our best to unlock productivity and delivery, achieving the greatest regional impact.
• Inclusive - We value difference. Creating an environment where people belong, and feel psychologically safe, so we can all thrive and shape a West Midlands built for everyone.
• Innovative - We are courageous. We embrace new ideas and challenge the status quo to continuously improve and shape the future of the West Midlands.

Creating an inclusive workplace.

WMCA holds diversity accreditations, such as the RACE Code Quality Mark, Armed Forces Covenant (Gold status) and has been recognised as one of the Inclusive Top 50 Employers and The Times Top 50 Employers for Women. We're a Disability Confident Employer with 'Leader' status, committed to interviewing applicants with disabilities who meet all the essential role criteria.

We are also proud to be a Ban the Box employer, which means we do not ask about criminal convictions at the initial application stage, and will only ask after an offer is made as part of our onboarding checks, which helps us remove barriers for people with past convictions and supporting fair opportunities for all.

We recognise that certain groups, such as women and people of colour, may be less likely to apply for roles if they feel they do not meet all the requirements. However, we encourage individuals who are passionate about the role and want to make a difference to still apply. We value potential and encourage applicants to highlight their skills, including transferable ones, even if they don't fit the traditional "perfect candidate" mould.

We gladly consider part-time, flexible, and job share arrangements, so please don't let these factors deter you from applying

Right to Work in the UK

Proof of Right to Work in the UK will be required for all applicants in accordance with UK Home Office requirements, before any employment offer can be confirmed.

Non-UK applicants (excluding Ireland) would be required to hold a relevant Visa from the UK Visas and Immigration (UKVI).