Executive Assistant and Events Officer (Maternity Cover)

British Paralympic Association

Hours
35 hours per week

Length of contract
12 month

About the Organisation

British Paralympic Association (BPA) is the national body responsible for selecting, preparing, and managing the Paralympic GB team, Great Britain and Northern Ireland’s athletes who compete at the Paralympic Games. Founded in 1989, the BPA is a registered charity and plays a vital role in supporting elite disabled athletes on their journey to the Games.

The BPA works in partnership with UK Sport, national governing bodies, and other stakeholders to ensure athletes have the best possible preparation and support. Its mission is to inspire a better world for disabled people through sport, leveraging the power of Paralympic athletes to promote inclusivity, resilience, and achievement.

About the role

To provide support to the Chief Executive Officer (CEO) in the fulfilment of all his/her responsibilities, the Chair and the Board, and other parts of ParalympicsGB, particularly in matters of governance and administration, to support and coordinate the planning and delivery of events across the organisation.

All Games-time roles at ParalympicsGB will be discussed and agreed upon for each Paralympic Games. The Executive and Events Officer Games-time role will include a high level of administrative support across many aspects of ParalympicsGB’s Games-time operations.

Responsibilities

Supporting the CEO:

• Assist and support the CEO in the fulfilment of his/her responsibilities, including (but not limited to):
  • Diary and other contact management, meetings booking and confirmation, including judgment on the level and appropriateness of engagement.
  • Assist the CEO in preparing slide decks and other materials for presentations.
  • Liaise with the Travel Officer and other departments to ensure all travel arrangements are made for the CEO as required. Liaise with internal and external stakeholders to schedule meetings with the CEO and to ensure venues and arrangements are well prepared.
  • Meeting, greeting, and booking rooms for any external visitors, acting in a friendly and professional manner.
  • Circulating the agenda, booking rooms, and capturing notes for Executive Team meetings.
  • Ensure stakeholder contact details are kept current on ParalympicsGB’s contact database.

Supporting the Board & ParalympicsGB’s Governance:

• In collaboration with the Chair and the Head of Governance and Compliance:
  • Agree on timings, locations, and logistics for Board meetings, including booking rooms and providing refreshments.
  • Ensure agenda and Board papers are uploaded to the Teams channel for Board members to access and assist with issues Board members may have accessing Teams.
  • Prepare email responses, letters, briefing papers, and other documents as required by the Chair in connection with BPA business.
  • Support Board members in arranging meetings in connection with ParalympicsGB business
• Plan for Board members' attendance for the Games, being the key point of contact, sharing information with both the Board and internal planning teams.
• Support the Head of Governance and Compliance in preparing and managing member meetings, including NPC meetings, Election meetings, and Annual General Meetings. Leading on:
  • Ensure timings, venues, and agendas are communicated to members, and papers are made available to members.
  • Book rooms for member meetings and arrange refreshments.
  • Send out invitations and papers, collate the guest list, confirm numbers, accessibility & dietary requirements
  • Ensuring changes in member contact details are kept current on the BPA’s contact management database.
• Support the Head of Governance and Compliance in processes around electing and appointing Board members, including appointment letters and induction information.

Events:

• Ensure planning deadlines are met in a timely manner and that internal and external stakeholders have been consulted with as required. 
• Provide expertise to event leads to ensure ParalympicsGB events address accessibility in the planning and delivery, and that all events have a consistent look and feel. 
• Ensure all Health & Safety risk assessments are done, and risks are being managed.
• Coordinate all room/venue bookings and catering arrangements 
• Support with venue research and recs, and attend venue planning meetings
• Send invites, manage responses, and FAQs.
• Coordinate any additional logistics required. gifting, branding, movement of equipment
• If required, provide event support on the day and/or arrange colleague support on the day.
• Work with colleagues to ensure lessons learnt from previous events are embedded into future planning. 

Other:

• Project Lead for Games Time Ticketing, ensuring the successful delivery of this complex Games workstream. 
• Support in the planning of major projects, such as Team Lodge and leading the planning of project workstreams as required
• Provide support with planning and coordination of the ParalympicsGB Guest programme.
• Manage the ParalympicsGB inbox, ensuring responses are provided in a timely manner and information is disseminated as required.

Skills, Competencies, Experience & Attributes

Essential:

• Excellent organisational and administrative skills 
• Excellent interpersonal and verbal communication skills
• Precise attention to detail
• Well-developed time management skills, including the ability to set and meet deadlines and to prioritise work 
• Strong written/ presentation skills
• Ability to self-start and be proactive in determining priorities and tasks
• Ability to manage projects 
• Highly proficient in Microsoft Office tools, including Word, Excel, Powerpoint and Outlook.
• Plenty of experience working in Microsoft Teams and with SharePoint

Desirable:

• Awareness of and sensitivity towards disability issues
• Experience of a multi-stakeholder environment, such as a membership organisation
• Experience of working in the high-performance sport system 
• Experience of working in a charity or not-for-profit organisation

Behavioural Competencies & Qualities:

• Ability to operate with absolute discretion on confidential matters, with an understanding of when to escalate issues as appropriate
• Innovative and self-assured, able to work alone and self-manage
• Ability to build strong professional relationships and work within a team environment 
• Working with integrity and honesty to gain the confidence and respect of others
• Committed, enthusiastic and motivated
• Willingness and desire to entertain new ideas and seize opportunities
• Willingness to accept and encourage constructive challenges
• A willingness to do what is needed to get the job done

Compensation & Benefits

• Paid holiday
• Competitive benefits package.

Working locations

• 101 New Cavendish Street, London, with the option to work from home for some of the week. Travel may also be required in the UK and abroad as necessary

How to apply

• Please submit a completed Equal Opportunities Monitoring Form
• Please send a role-specific cover letter, CV and indication of current salary to Terry Race, Recruitment and Corporate Services, at [email protected].

Interviews

• Interviews: Candidates who are shortlisted for an interview will be notified by Wednesday, 18th February. Interviews will take place week commencing 23rd February at our central London office.
• Please note: Depending on the outcome of the first round of interviews, there may be a second round to this process.
• As a charitable organisation, ParalympicsGB regrets that we are unable to reimburse expenses relating to attending interviews.

Policies

We are fully committed to the principles of the equality of opportunity. No job applicant will receive less favourable treatment on the grounds of age, race, disability, parental or marital status, religious belief, sex, gender, social status, or sexual orientation. To find out more about our efforts, you can read our Inclusion, Diversity, Equity and Accessibility (IDEA) Plan.

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