Executive Assistant to Operations Director

Wimbledon; London; On-site; GBP 35,000 - 50,000; Full time

Job summary

Join a prestigious organization as an Executive Assistant to the Operations Director. This role involves managing schedules, communications, and supporting key events like The Championships. Ideal candidates are organized, proactive, and possess strong communication skills. You'll work closely with various stakeholders to ensure smooth operations and maintain high standards of service.

Qualifications

• Proven Executive Assistant experience with ability to act on behalf of Operations Director.
• Strong organizational skills with attention to detail.
• Excellent written and verbal communication skills.

Responsibilities

• Manage schedules and communications for the Operations Director.
• Support with the Championships processes including accreditation and tickets.
• Act as point of contact for stakeholders, maintaining confidentiality.

Skills

Communication

Problem Solving

Organizational Skills

Team Player

Tools

Outlook

Excel

Word

Teams

PowerPoint

MS Projects

Job description

Job Description

Responsible for proactively managing the schedules and communications of the Operations Director for all corporate matters to ensure the smooth and effective functioning of their activities.

What You Will Be Doing

1. Complete a broad variety of administrative tasks to assist the Operations Director and their direct reports, including managing active calendars of appointments; completing expense reports; minute taking; composing and preparing correspondence and presentations; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
2. Develop a good understanding of the business environment including its nuances, culture, and key milestones, keeping the Operations Director updated with key information.
3. Proactively manage the Operations Director schedule ensuring it is respected, whilst understanding and integrating key timelines, prioritising conflicting needs with deadline pressures. Provide a ‘gatekeeper’ role to anticipate and manage access to the Operations Director time, whilst promoting and facilitating an ‘open door’ approach.
4. Work closely and effectively with the Operations Director to proactively keep them well informed of upcoming commitments and responsibilities, following up appropriately to contribute to the smooth running of the department.
5. Work with the Operations Director’s direct reports to provide support to the wider Operations team as required, such as scheduling team meetings, booking travel, and working on cross-department initiatives and events. Support the delivery of organisational events as required.
6. Act as the point of contact for stakeholders including executives, employees, clients, board, and external partners managing information flow in a timely and accurate manner to maintain credibility and trust. Maintain confidentiality at all times, especially when working with sensitive information and topics.
7. Communicate directly (including attendance at internal meetings), and on behalf of the Operations Director, with board members, executives, employees, clients, external partners, and others on a variety of matters, escalating when appropriate. Work with the relevant Committee Chair(s) for the Committees the Operations Director has responsibility for.
8. Format information for internal and external communication including memos, emails, presentations, reports, and correspondence ensuring it is on time, on the correct templates, and within brand guidelines.
9. Research, prioritise, and follow up on incoming issues and concerns, including those of a sensitive and confidential nature, determining the appropriate course of action, referral, or response.
10. Manage all logistics for events and meetings as directed by Operations Director including travel, accommodation, refreshments, and meeting requirements such as technology.
11. Work with other members of the EA network, undertake projects and initiatives which contribute to the day-to-day running of the business as well as long-term strategic initiatives.
12. Engage with key industry stakeholders to keep us up to date with industry trends and ensure our participation in events and forums for us to learn from and contribute to.

What part your role will play in The Championships

1. Support the Operations Director with the Championships processes, including accreditation, tickets, staff rotas, and invitations.
2. Proactive, flexible, and hands-on involvement across the Championships build, fortnight, and De-Rig prioritising guest needs in line with our Wimbledon Way service framework.
3. Support with the engagement, hosting, and management of key suppliers ensuring an excellent guest experience.
4. Manage meetings, forums, and events to support the wider Operations team as required.

About you

• Proven Executive Assistant experience with the ability to act on behalf of Operations Director.
• Highly resourceful team-player with the ability to work individually and be extremely effective independently.
• Interested in understanding the organisation and industry environment including key trends and terminology.
• Able to build and maintain excellent internal and external relationships with stakeholders, including colleagues, board members, external partners, and guests.
• Proactive approach to problem-solving with strong decision-making capability.
• Discreet, diplomatic, and confidential.
• Strong organisational skills that reflect the ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
• Ability to cope with fluctuating workloads and pressure.
• Excellent written and verbal communication skills with the ability to communicate at all levels both internally and externally.
• Computer literate; highly proficient using Outlook, Excel, Word, Teams, and PowerPoint.
• Project management experience and use of programmes and tools such as MS Projects are desirable.

About us

• The All England Lawn Tennis Club (Championships) Limited (AELTC) organises and stages The Championships, Wimbledon, widely regarded as the world’s premier tennis tournament, hosted on the Grounds of one of the world’s most prestigious tennis clubs.
• Our business has grown in recent years, and we expect this to continue. We have plans to further improve our facilities and invest in our people in future years. Our success is important to us, and we are guided by our key values of Heritage, Integrity, Respect, and Excellence.
• The Operations team is responsible for a number of functions year-round and for The Championships including Food & Drink, Venue Operations, Safety & Security, Museum & Collections, and integration of all functions for the planning and delivery of The Championships.