Administrator

UK Green Building Council (UKGBC); Greater London; On-site; GBP 29,000 - 36,000; Full time

Job summary

UK Green Building Council is seeking a proactive Administrator to support the Chief Executive and governance work, and to assist the wider team with project and programme administration. The role sits in a London-based environment with flexible arrangements and a focus on inclusive, efficient operations.

The successful candidate will manage calendars, travel, communications and governance documents, ensuring confidentiality and timely delivery while contributing to organisational change and

Qualifications

• Proven administrative experience in a busy environment.
• Experience supporting Chief Executive and governance processes.
• Ability to communicate confidently with stakeholders at all levels.
• Strong organisational and prioritisation skills with discretion.

Responsibilities

• Oversee Chief Executive's calendar, schedule appointments and prepare follow-up actions.
• Coordinate board and subcommittee meetings, liaise with Trustees.
• Prepare board materials, agendas and minutes with timely distribution.
• Screen and prioritise emails, handle confidential information with discretion.
• Prepare and edit correspondence, presentations and reports.
• Coordinate travel arrangements and expense reporting.
• Support programmatic teams with filing, templates, and information management.

Skills

Administrative support

Microsoft Office

Excel (Advanced)

Budget tracking

Communication

Minute-taking

Project coordination

Stakeholder engagement

Tools

Microsoft Office Suite

Adobe Acrobat

SharePoint

CRM systems

Job description

The role

The UK Green Building Council is the industry network on a mission to radically transform the built environment in response to the climate and nature crises. We champion bold government action and bring together the full value chain of the industry to drive progress at pace and scale. This role offers an exceptional opportunity for a driven individual to be a part of addressing these urgent challenges. The places where we live, work, gather, and play can - and must - be part of the solution, not the problem.

We are a multi-disciplinary team of passionate and skilled people from across the UK with a London office hub. As a green charity, we prize our welcoming and inclusive work culture, with wellbeing and professional development at its heart.

We are seeking a driven and capable Administrator to work across two core areas of the organisations’ operations; supporting both the Chief Executive with general administrative work and board governance, and also providing administrative and project management support to the wider team, to ensure the smooth running of their activities.

This 18-month fixed-term role supports UKGBC through a period of change management as we streamline organisation-wide processes. It offers a confident, reliable Administrator a great opportunity to apply their organisational skills toward our ambitious, urgent mission.

To succeed in this role you will have proven organisational and project management experience in an administrative support role in a busy working environment. You will have independent prioritisation skills, a positive, can-do attitude, and the ability to communicate confidently, with clarity and appropriate discretion, with stakeholders at all levels of experience and authority.

If you feel like you are the right person to make an impact in this vital role, read on.

We are an equal-opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, religion, sex, sexual orientation, age, disability, or any protected characteristic. We are committed to creating a diverse and inclusive workplace where everyone feels welcome and valued. Our commitment to inclusivity means we support flexible work arrangements, ensuring work-life balance for all. We prioritise accessibility and will gladly accommodate any needs upon request, as we believe in providing a barrier-free recruitment process.

We recognise that people of colour, those from different socio-economic backgrounds, and those from minoritised groups are currently underrepresented at all levels within the industry. We're on the lookout for talented individuals with a wide range of skills and experiences and are eager to welcome candidates from underrepresented groups.

Key Responsibilities

Chief Executive administrative support (c.50%)

• Oversee Chief Exec’s calendar, ensuring appointments and meetings are scheduled efficiently, and required information is prepared in a timely manner with oversight of follow-up actions
• Scheduling and logistics of board and subcommittee meetings, acting as a liaison between the Chief Executive and Board of Trustees, fostering effective communication and collaboration
• Prepare board meeting materials, agendas, and minutes, ensuring accurate and timely distribution
• Screen and prioritise emails, taking appropriate action and escalating urgent matters appropriately
• Handle confidential and sensitive information with discretion, always maintaining strict confidentiality
• Prepare and edit correspondence, presentations, reports, and other documents as required
• Handle expense reports, invoices, and budget tracking
• Assist with special projects, research, and analysis as assigned
• Manage and maintain relevant files, records, and information for the organisations’ CRM database
• Coordinate some travel arrangements, including flights, accommodation, and transportation

Team administration (c.50%)

• Working across programmatic teams, predominantly with the Political and Industry team, efficiently applying and coordinating their systems, policies and procedures
• Making recommendations for process improvements and increased efficiencies and presenting solutions to senior colleagues.
• Creating presentations and other project documentation.
• Having oversight and coordination of the programmatic teams’ SharePoint filing system and its organisation; developing and supporting the implementation of templates and documents as needed.
• Coordinating and collating information for internal reports and impact tracking.
• Liaising with internal and external stakeholders; supporting contract management; liaising with partners, members, and guests as required.
• Budget tracking in support of Senior Management.
• Supporting meeting planning and arranging; agenda preparation, research for meetings and presentations, note-taking, AV support, action planning and follow up comms, booking venues, catering etc.
• Manage and respond to enquiries via the shared learning inbox.

Ideal Candidate - Person and Skills:

• Mission: A commitment to tackling the climate and ecological crises, aligned with the UKGBC mission.
• Integrity: An inclusive approach that conveys and embeds honesty and transparency as standard.
• Attitude: A positive, proactive, problem-solving approach with agility to perform duties that may be outside core accountabilities.
• Teamwork: Ability to work within a multidisciplinary and diverse team, with collaborative skills that create a positive working environment.
• Administration: Exceptional administrative and computer proficiency skills (standard software packages, mainly Microsoft Office and Adobe), Advanced Excel skills. Strong minute-taking and note-taking skills.
• Finance: invoicing and budget tracking.
• Project management: Efficient planning, organisational, coordination and time management skills, with aptitude for smart prioritisation and an eye for detail. Ability to work well under pressure and meet tight deadlines.
• Communication: Strong verbal, written communication and presentation skills, with ability to share ideas and information in a consistently clear manner
• Independent and critical thinking with an aptitude for sensible decision-making and problem-solving; forming judgments based on logic and evidence.
• Stakeholder engagement: Relationship-focused and professional approach to stakeholder engagement across multiple audiences, with excellent customer care abilities, and good judgment of how to present information to key internal and external stakeholders

Length of contract: 18 months

We reserve the right to close this advert early if we receive a high volume of applications, and encourage early applications.