Executive Operations Administrator

Spurs in the Community; Greater London; On-site; GBP 42,000 - 56,000; Full time

Job summary

Tottenham Hotspur Foundation is seeking an experienced Senior Administrator to provide high-level executive support to the CEO and Senior Leadership Team. You will manage diaries, coordinate governance meetings, and drive administrative improvements across the organisation.

The role involves administration for governance, learning & development coordination, stakeholder engagement, and efficient use of CRM and project management tools to enhance participant experience and organisational

Qualifications

• Experience providing senior-level administrative support.
• Strong diary management and meeting coordination
• Experience supporting governance processes and minutes
• Experience with CRM and project management tools
• Excellent written and verbal communication skills
• Ability to manage multiple priorities with attention to detail

Responsibilities

• Provide high-quality executive and administrative support to the CEO and Senior Executive Team.
• Coordinate and deliver full administrative support for board and committee meetings, agenda management, papers, minutes, and follow-up actions.
• Support governance processes and communications with senior stakeholders and HR colleagues.
• Manage incoming enquiries and provide professional front-of-house support.
• Coordinate Learning & Development activities with internal and external providers.
• Lead execution of core administrative processes and improve operational efficiency across departments.

Skills

Executive support

Diary management

Governance coordination

CRM systems

Project management

Stakeholder engagement

Communication skills

Education

Degree-level qualification in Business Administration (beneficial)

Tools

CRM tools (e.g., Salesforce)

Asana / Monday / project management tools

Microsoft Office Suite

Job description

Tottenham Hotspur Foundation (The Foundation) is a registered charity and the community arm of Premier League football club Tottenham Hotspur. The Club, through the Foundation, seeks to use the power and unique appeal of football to provide opportunities that change lives throughout its local community.

The Foundation is based at the Grade II-listed 18th century Percy House on Tottenham High Road – painstakingly restored by the Club as part of the wider sport-led regeneration of the area. We are driven by a passion for creating positive change in people’s lives within an area of significant socio-economic deprivation, yet where a vibrancy and richness of talent and ambition exist. The Foundation harnesses and builds on this through a range of projects and initiatives to pursue, achieve and sustain desired impacts and outcomes, utilising partnerships within the private, not-for-profit, and public sectors.

Our aim is to become the most socially impactful sports-based charity in the UK, creating at least £30m of social value by 2026.

Job Purpose

The post holder will play a central role in supporting the effective day-to-day functioning of the Foundation by providing high-level executive support to the CEO and Senior Leadership Team, whilst administering and coordinating key operational processes across the organisation.

The role is responsible for ensuring the smooth delivery of senior leadership activities and supporting the effective administration and coordination of governance processes, partnering closely with the Compliance & Governance Officer and senior stakeholders. This includes facilitating the planning and administration of leadership and governance meetings, managing associated communications and documentation, and supporting the progression of agreed actions and outcomes.

In parallel, the post holder will oversee a range of core administrative, systems, and organisational processes, contributing to continuous improvement, operational efficiency, and effective stakeholder engagement. Through the effective use of organisational systems, the role will support seamless communication with participants, colleagues, partners, and other stakeholders, thereby enhancing the overall participant experience and organisational effectiveness.

Working collaboratively across departments, the post holder will coordinate Learning and Development (L&D) activities in partnership with HR and support the effective administration of internal systems and operational platforms that enable efficient and connected ways of working.

As a trusted point of contact, the post holder will operate with a high degree of professionalism, discretion, and organisational awareness. Through the delivery of seamless administrative support, effective communication, and efficient operational processes, the role will contribute to the Foundation's mission to realise the potential of young people and help create stronger communities, stronger lives, and stronger futures.

Key Responsibilities

Leadership Support

• Provide high-quality executive and administrative support to the CEO and Senior Executive Team, ensuring the smooth and effective delivery of day-to-day leadership and operational activities.
• Serve as a confidential, trusted point of contact for the CEO and Senior Executive Team.
• Provide proactive support to the CEO through effective diary management, meeting preparation, and coordination of priorities.
• Coordinate and deliver full administrative support for senior executive team meetings and extended senior leadership team meetings, including scheduling, agenda management, preparation and circulation of papers, accurate minute taking, and follow-up of agreed actions and outcomes.
• Facilitate clear, effective communication between the Senior Executive Team and the wider business areas.
• Work collaboratively with the Compliance & Governance Officer to support the effective administration and coordination of Board and committee activities, contributing to the smooth planning, delivery, and follow-up of governance processes.

Customer Service & General Administration

• Manage incoming enquiries and correspondence relating to Foundation activities and operations, ensuring a timely, professional, and customer-focused response.
• Provide a welcoming, professional, and efficient front-of-house service.
• Act as a key point of contact for participants, parents/carers, partners, and stakeholders, ensuring enquiries are resolved effectively or directed to the appropriate team.
• Identify opportunities to enhance the participant and stakeholder experience through the effective use of digital systems and process improvements.
• Review, improve, and streamline administrative processes to enhance organisational efficiency, effectiveness, and service delivery.

Learning & Development Coordination (in partnership with Club L&D)

• Act as the Foundation's key administrative contact for Learning & Development (L&D) activities, working collaboratively with Club L&D, Foundation colleagues, and external providers to support the effective coordination and delivery of learning opportunities.
• Provide administrative support for L&D initiatives and associated processes, including communications, record keeping, systems administration, reporting, and other activities required to support organisational learning and development.

Internal Systems & Project Coordination

• Act as the lead administrator for the Foundation's project management and operational systems (e.g. Asana), ensuring they are maintained effectively and support efficient ways of working across the organisation.
• Support the consistent and effective use of organisational systems and processes by maintaining workflows, monitoring actions and deadlines, and promoting best practice across teams.
• Contribute to collaborative and connected ways of working, helping to improve operational efficiency, service delivery, and outcomes for young people and communities.

Other Responsibilities

• Undertake ad hoc projects and assignments in support of organisational priorities, applying initiative, sound judgement, and a solutions-focused approach.
• Demonstrate a commitment to the organisation’s values, vision, and place-based approach, contributing to an inclusive culture that supports stronger communities, stronger lives, and stronger futures.
• Provide administrative and logistical support for organisational activities, events, and stakeholder engagement opportunities as required.
• Maintain a proactive approach to professional development by participating in relevant training, workshops, and continuous upskilling opportunities.
• Carry out all responsibilities in accordance with legislative guidance and Club/Foundation policies relating to safeguarding, safer working practices, and Equality, Diversity & Inclusion (ED&I).

Person Specification

• Experienced and confident senior-level administrator with a strong commitment to delivering a high-quality and effective service.
• Ability to quickly immerse themselves within the organisation, developing a strong understanding of the work of the Foundation, its structure, and key stakeholders.
• Able to work with professionalism, credibility, and resilience, remaining calm under pressure while building credibility and respect with both internal and external stakeholders.
• Strong organisational and systems administration skills, with experience using CRM, booking, or project management platforms.
• Demonstrates initiative and a continuous improvement mindset, with the ability to identify opportunities to enhance processes, systems, and ways of working.
• Ability to manage multiple priorities, maintain attention to detail, and proactively improve ways of working.
• Passionate about supporting positive outcomes for young people and communities, with an understanding of how effective operational support contributes to organisational impact.
• Able to build positive and trusted working relationships with a wide range of stakeholders, demonstrating professionalism, empathy, and strong communication skills.
• Ability to contribute to an adaptable, respectful, and responsible organisational culture in line with our “SPURS WAY” values.

Skills & Experience

• Experience in a similar role.
• A qualification to degree level (or equivalent) in Business Administration would be beneficial but not essential.
• Advanced proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Exceptional literacy skills, with a strong command of grammar, spelling, and punctuation, ensuring high accuracy in written communications, reports, and governance documents.
• Highly organised and detail-oriented, capable of managing multiple priorities and meeting strict deadlines.
• Strong problem-solving skills, with the ability to streamline administrative processes and improve efficiency.
• Excellent verbal and written communication skills, with the ability to engage effectively with stakeholders at all levels.
• Experience using CRM tools (e.g. Salesforce) and project management tools (e.g. Asana, Monday, etc.) is an advantage.
• Knowledge or experience of working in the charity sector is advantageous, particularly in governance, administration or stakeholder engagement
• Commitment to diversity, equity, and inclusion, ensuring accessibility and representation in governance materials and communications.

Safeguarding is fundamental to success in all that we do. We are committed to safeguarding and promoting the welfare of all our participants and expect all staff and volunteers to share this commitment. Successful candidates are subject to enhanced DBS checks including the child and adult barred list check, satisfactory references and a UK Right to Work check as part of safer recruitment procedure.