Executive Assistant

Birmingham City FC; Birmingham; On-site; GBP 60,000 - 80,000; Full time

Job description

Executive Assistant

Location: Birmingham City FC Stadium

Reports to: Chief Strategy & Business Operations Officer and Chief Financial Officer (CFO)

Overview

Birmingham City Football Club is seeking a highly organised and proactive Executive Assistant to provide comprehensive administrative, organisational and strategic support to both the Chief Strategy & Business Operations Officer and the Chief Financial Officer (CFO). This role plays a crucial part in ensuring the smooth operation of both executives' offices, supporting high-level decision-making, and liaising with internal and external stakeholders, including sponsors, partners and senior leadership teams.

Key Responsibilities

Executive Support

1. Act as the primary point of contact between the Chief Strategy & Business Operations Officer and CFO and internal/external stakeholders.
2. Manage complex calendars for both executives, including scheduling meetings, appointments and travel arrangements.
3. Ensure both executives are well prepared for meetings by preparing agendas, reports, presentations and briefing documents.
4. Handle email and phone communications on behalf of both the Chief Strategy & Business Operations Officer and CFO, prioritising and responding to requests appropriately.
5. Coordinate high-profile events such as board meetings, press conferences and sponsorship events.
6. Attend meetings with either executive, take minutes and ensure follow-up actions are completed.

Administrative Management

1. Maintain confidential files and records, ensuring the security and accuracy of sensitive information.
2. Oversee the efficient running of both executives’ offices.
3. Prepare and submit expense reports and manage financial and administrative tasks related to both roles.
4. Organise travel itineraries, visas, accommodation and transportation for domestic and international travel.
5. Serve as the coordination point for Owners and their PAs when they are travelling in the UK.

Project Coordination

1. Collaborate with departments such as Strategy, HR, IT, Fan Experience, Commercial, Legal and Football to assist both executives in decision-making processes.
2. Manage special projects that require high-level stakeholder engagement and collaboration with external partners.
3. Support the implementation and tracking of strategic initiatives led by the Chief Strategy & Business Operations Officer and CFO.

Stakeholder Management

1. Liaise with the leadership team, sponsors, investors and external partners to facilitate professional and effective communication.
2. Develop strong working relationships with key stakeholders, including the football management team, staff and executives.
3. Assist in managing relationships with the club’s partners, including media outlets, corporate sponsors and government bodies.

Strategic Support

1. Assist in preparing key strategic documents, including business plans, performance reports and growth strategies.
2. Conduct research, provide insights and perform analysis to support strategic initiatives driven by the Chief Strategy & Business Operations Officer and CFO.
3. Ensure effective communication between both executives and other departments, ensuring timely and accurate information dissemination.

What We’re Looking for in You

Experience and Skills Required

1. Executive-Level Support: Proven experience as an Executive Assistant supporting senior leaders, particularly within sport, entertainment or a fast-paced corporate environment.
2. Organisational Skills: Strong ability to manage complex calendars, events and travel logistics while effectively supporting key stakeholders.
3. Project Management: Demonstrated experience in managing or coordinating high-profile projects and cross-departmental initiatives.
4. Stakeholder Management: Strong relationship-building skills with internal and external stakeholders, including senior leadership, partners and sponsors.
5. Confidentiality and Discretion: Ability to handle sensitive information with professionalism and always maintain confidentiality.

Birmingham City FC is committed to safeguarding and promoting the welfare of children and young people. The safety and well-being of our players is our top priority, and we expect all staff to share this commitment. All successful applicants will be required to undergo a thorough background check and training in safeguarding as part of the recruitment process.

Birmingham City FC is an equal opportunities and Disability Confident employer. We welcome applications from all sectors of the community and assess candidates solely on merit, regardless of gender, race, age, nationality, disability, sexual orientation, political or religious belief, background or family circumstances.

We promote a diverse and inclusive environment and encourage all individuals to apply. If you need any adjustments to our recruitment or interview process, please inform us when applying.