Executive Assistant to CEO

Horticultural Trades Association

About the Organisation

This is a hugely exciting time for the sector and for the HTA. Gardens and managed green spaces and landscapes have never been more important to the UK for the economy, for the environment, and for the nation’s well-being. The HTA has 1,350 members, including garden retailers, growers, landscapers, and suppliers to the garden industry. The HTA lobbies and campaigns for its members within the horticulture industry and has an excellent reputation. We provide our members with the opportunity to learn, innovate, and network with others in the industry.

We have an effective political lobbying team working to enable the best conditions for our members to flourish across the UK, and our research and insights team provides impactful data to help our members run productive and resilient businesses. We have been running the National Garden Gift scheme since 1962.

These garden gift cards can be bought and redeemed at HTA Garden centre members' sites throughout the UK and can also be purchased online and in some supermarket gift card malls. It is the biggest garden gift card scheme in the country, locking in around £40 million of consumer spend to horticulture and our members’ businesses. 

Our culture is built on our values of being Member Focused, Collaborative & Inclusive, Trusted, and Innovative. We put our members at the heart of everything we do, ensuring their needs and aspirations guide our decisions and actions. We foster a collaborative and inclusive environment where every team member’s voice is valued, and diverse perspectives drive creativity and success. Trust is central to our relationships, both internally and externally, and we are committed to acting with integrity and transparency in all that we do.

We embrace innovation, continuously seeking new ways to improve and push boundaries, ensuring that we stay ahead of the curve in delivering exceptional service and results. If you’re looking for a workplace where these values are lived every day, and where you can make a real impact, we’d love you to have you join us. As an organisation, we are deeply committed to supporting and developing our team. We’ll give you the tools, mentoring, and opportunities you need to grow.

About the role

Are you a highly organised, proactive, and discreet professional?  We are looking for an experienced Executive Assistant (EA) to provide high-level administrative support enabling the Chief Executive Officer (CEO) to focus on leadership and organisational priorities. This is primarily an EA role, with the opportunity to develop skills in governance and board support. You will work closely with the CEO, Board, and the Senior Leadership Team (SLT), maintaining confidentiality and professionalism at all times.

The Executive Assistant (EA) to the CEO provides high-level administrative and governance support, enabling the CEO to focus on leadership and organisational priorities. The role combines EA responsibilities associated with supporting the highest levels of an organisation with governance support, including liaising with the Board, organising board and sub-committee meetings, and assisting with company secretarial (cosec) duties.

The EA is expected to act with the highest level of discretion, confidentiality, and professionalism, handling all matters impartially and with sound judgment. Additionally, the EA will proactively seek opportunities to improve ways of working, introducing innovative approaches, streamlining processes, and leveraging new tools and technologies to enhance efficiency and effectiveness across the CEO’s office and the wider organisation.

Responsibilities

Executive Support to the CEO:

• Manage the CEO’s diary, prioritising and scheduling meetings effectively and efficiently.
• Proactively manage correspondence with key stakeholders and members.
• Prepare briefing materials, reports, presentations, and talking points for internal and external engagements.
• Screen and manage correspondence, emails, and phone calls, responding where appropriate and escalating critical matters.
• Provide administrative support for interactions with the Senior Leadership Team (SLT) as required by the CEO.
• Arrange travel, itineraries, and expense reporting to ensure efficiency and compliance.
• Build and maintain strong working relationships with SLT members and other key internal and external stakeholders.

Governance & Board Support:

• Act as primary contact for the Board of Directors.
• Organise all quarterly board meetings and the AGM, including agenda setting, document circulation, minute-taking, and follow-up. Proactively ensure all deadlines are met.
• Liaise with Non-Executive Directors to arrange accommodation and expense claims.
• Manage the annual calendar of board and sub-committee meetings.
• When required, organise sub-committee meetings, including agenda setting, document circulation, minute-taking, and follow-up.
• Provide administrative support to the HTA President, including liaising with and coordinating calendars.
• Assist the CEO & CFO with company secretarial (cosec) responsibilities as required.

Communication Management:

• Draft, review, and manage communications on behalf of the CEO, enhancing the reputation of the HTA and maintaining clarity and professionalism.
• Ensure timely and accurate dissemination of information to internal teams, members, and external partners.
• Represent the CEO’s office with discretion and professionalism at all times.

Information Management & Confidentiality:

• Maintain confidential records, files, and correspondence.
• Ensure efficient filing systems and easy retrieval of documents.
• Track deadlines, actions, and follow-up to support effective decision-making.

Organisational Support:

• Support CEO-led projects by tracking progress, actions, and deadlines.
• Coordinate with internal teams and external suppliers to ensure seamless delivery.
• Provide ad hoc support across the organisation when required.

Skills, Competencies, Experience & Attributes

Essential Qualifications, Experience & Skills:

• Significant experience as an EA supporting a CEO, executive, or board in a similar fast-paced organisation.
• Experience managing diaries, correspondence, and confidential information.
• Experience supporting governance processes and board-level administration.
• Highly organised, with excellent attention to detail.
• Strong written and verbal communication skills.
• Discreet, professional, and trustworthy.
• Calm and confident manner with a can-do attitude.
• Effective stakeholder management within senior teams. A natural team player with the ability to build cross-group working relationships.
• Strong problem-solving skills, able to anticipate issues and propose solutions.
• Proactive, with the ability to make decisions and delegate appropriately.
• Advanced IT skills, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), document management systems, virtual meeting platforms, cloud-based collaboration tools,
• and board portal software.
• Comfortable learning and using new IT systems to improve efficiency and governance.
• An interest in horticulture.

Desirable Qualifications, Experience & Skills:

• Relevant administrative or business qualification.
• Governance or company secretarial training is advantageous but not essential.
• Previous experience with a membership organisation.

Compensation & Benefits

• Exposure to the workings of a senior executive office and opportunity to develop governance and board support skills
• Opportunity to attend and be part of horticultural events in a high-profile industry with significant public support and participation
• A welcoming and collaborative workplace culture focused on learning and continuous improvement
• Opportunity to make a meaningful impact internally and in support of our member services
• Competitive salary and generous benefits package, including 30 days holiday + Bank Holidays, pension, health cash plan, life assurance, employee discount scheme, employee assistance programme, salary sacrifice schemes (Cycle to Work & Electric Vehicle), and on-site parking and EV charging
• Tailored induction plan with full training on systems and processes
• Be part of a values-driven organisation with a clear mission and a culture of innovation, integrity, and professionalism

Conditions of employment

• All applicants must have the right to work in the UK

Working locations

• Chilton, Oxfordshire, United Kingdom

How to apply

• Please send your CV and a cover letter outlining your suitability for the role to: [email protected] by Friday, 30th January 2026. Applications will be reviewed on a rolling basis, so early applications are encouraged. This role is open to direct applicants only.

Policies

The HTA is committed to embedding diversity, equity and inclusion into our culture and our talent processes. We believe in creating a workplace where our people are treated with dignity and respect, a workplace free of barriers or discrimination. We will make accommodations upon request for candidates wherever needed and practical throughout the hiring process.

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