Closing date - 30 September 2026

Salary - £35,000 - £37,000 per annum, pro-rata (dependent on experience)

Please feel free to contact us at recruitment@factoryinternational.org if you require any support in completing your application. 

Executive Support Manager Job Pack - download here
Executive Support Manager Application questions - download here

Please note this is a fixed term role (if relevant)

Job Summary

The Executive Support Manager leads the Executive Support function, ensuring the delivery of a high-quality, professional and consistent service to the Executive Team.

The key responsibilities for the Executive Support Manager include;

Leadership and Team Management

Lead, develop and manage the Executive Support Team, creating a high-performing, collaborative and customer-focused service that promotes accountability, continuous learning, professional standards and effective team performance.

Executive Support Service Management

Manage the delivery of a consistent, high-quality Executive Support service to the Executive Team, ensuring support requirements are clearly defined, resourced appropriately and delivered in line with agreed service standards.

Resource Planning and Service Resilience

Plan, allocate and monitor workloads, resources and team capacity, ensuring effective prioritisation, business continuity, service resilience and appropriate cover arrangements to meet organisational needs.

Governance and Meeting Administration

Oversee the administration and coordination of Executive, Board and Committee activity, ensuring meetings, agendas, papers, records, actions and supporting documentation are managed accurately, consistently and in accordance with organisational requirements.

Business Administration and Information Management

Ensure effective administrative systems, records management processes, documentation controls and business support activities are maintained, promoting accuracy, compliance, consistency and effective organisational administration.

Continuous Improvement and Operational Effectiveness

Lead the development and improvement of administrative processes, procedures, systems and service standards, identifying opportunities to increase efficiency, consistency and operational effectiveness, including the appropriate use of digital and AI-enabled solutions.

Performance Monitoring and Risk Management

Monitor service performance, workload trends, resource utilisation and operational risks, providing insight, reporting and recommendations to support effective decision-making and continuous service improvement.

Executive Stakeholder and Organisational Coordination

Oversee the coordination of Executive stakeholder engagement, VIP activity and organisational commitments, ensuring accurate records, effective communication, clear accountability and timely follow-up of actions across the organisation

The person specification for the Executive Support Manager are;

ESSENTIAL

Experience

- Significant experience leading Executive Support, Office Management, Business Administration or Senior Administrative Support functions within a complex organisation.

- Demonstrable experience managing, motivating and developing administrative or support teams.

- Experience overseeing business administration processes, operational workflows and service delivery standards.

- Experience coordinating senior leadership, Board and Committee administration activities.

- Proven experience managing competing priorities, resources and workloads within a fast-paced environment.

- Experience developing, implementing and monitoring policies, procedures, systems or service standards to improve efficiency and consistency.

- Experience managing records, documentation, correspondence and administrative processes to ensure accuracy, compliance and effective organisational support.

- Experience identifying operational improvement opportunities and implementing sustainable service enhancements.

Knowledge

- Strong understanding of administrative management principles, business support functions and office operations.

- Good understanding of governance administration and meeting management processes.

- Knowledge of information management, record keeping and document control requirements.

- Understanding of service delivery, quality assurance and continuous improvement methodologies.

- Awareness of data protection, confidentiality and information governance principles.

Skills and Abilities

- Exceptional organisational, planning and prioritisation skills.

- Ability to lead and coordinate multiple administrative activities simultaneously.

- Strong people management, coaching and performance management skills.

- Excellent verbal and written communication skills with the ability to engage effectively at all organisational levels.

- Strong analytical and problem-solving skills.

- Ability to establish effective administrative systems and monitor performance against agreed standards.

- Ability to interpret organisational requirements and translate them into practical processes and ways of working.

- Advanced Microsoft Office and digital administration skills.

- Ability to exercise sound judgement, professionalism and discretion when handling confidential information.

Personal Attributes

- Highly organised and methodical.

- Professional, resilient and adaptable.

- Collaborative and service-oriented.

- Proactive with a continuous improvement mindset.

- High level of integrity and accountability.

- Commitment to championing representation and inclusion at every level of the organisation with a proven ability to work with people from a wide range of backgrounds

- Willing to complete relevant statutory checks e.g. DBS (Factory International can support with processing and payment)

DESIRABLE

- Experience supporting Boards, Trustees or Committees.

- Experience within arts and culture, charity, public sector or other regulated environments.

- Experience managing office operations, business support services or corporate administration functions.

- Experience leading business process reviews or service improvement projects.

- Experience introducing AI, automation or digital productivity tools within administrative functions.

- Experience managing budgets, contracts or external service providers.

- Enthusiasm for training, mentoring and support of emerging talent.

When applying please do not rely solely on ChatGPT/AI software for your answers as it may not fully reflect your skills and experience and how they align with this role and we may decide to discount your answer if we believe it is solely generated by AI.