Full job description

BUSINESS SUPPORT MANAGER

Executive Support | Business Operations | Finance | Administration | Diary & Meeting Management

Location: Stoke-on-Trent / Staffordshire

Position: Full-Time

Reporting to: Director

Salary: Competitive, depending on experience

About the Role

We are looking for a highly organised, proactive and commercially minded Business Support Manager to work closely alongside the Director across a growing portfolio of four businesses.

This is not a traditional administrative role. You will become a key member of the senior management team, working hand in hand with the Director to help manage the day-to-day running of multiple businesses, keep operations organised, improve systems and ensure important tasks, meetings, finances and deadlines are never missed.

The successful candidate will be someone who enjoys responsibility, can work independently, has excellent attention to detail and is confident dealing with confidential business information.

You will act as a trusted right hand to the Director, helping to create structure across the businesses and allowing the Director to focus on growth, strategy and new opportunities.

Key Responsibilities

Executive Support

Work directly alongside the Director on a daily basis.

Manage and maintain the Director's diary and calendar.

Arrange meetings, appointments and business commitments.

Prepare meeting schedules, agendas and relevant paperwork.

Take accurate meeting notes and produce clear action points.

Follow up outstanding actions after meetings.

Ensure the Director is fully prepared for meetings and appointments.

Monitor deadlines, commitments and important dates.

Help prioritise the Director's workload.

Act as a central point of communication between the Director and internal/external contacts.

Finance & Financial Administration

You will play an important role in keeping financial administration organised across all four businesses.

Responsibilities will include:

Assisting with day-to-day financial administration.

Monitoring invoices issued and received.

Tracking payments and outstanding balances.

Assisting with cash-flow monitoring.

Preparing financial information for the Director.

Liaising with accountants and external financial advisers.

Organising receipts, invoices and supporting documentation.

Monitoring business expenses.

Helping prepare information for monthly financial reviews.

Maintaining accurate financial records.

Flagging unusual transactions, overdue payments or financial concerns to the Director.

Supporting budgeting and forecasting processes.

You do not necessarily need to be an accountant, but you must be comfortable working with numbers, spreadsheets and financial information and have a strong eye for detail.

Business Operations

Working across four businesses means no two days will necessarily be the same.

You will assist the Director with:

Monitoring the performance and progress of different businesses.

Creating and maintaining business systems and processes.

Preparing reports and management information.

Coordinating between different departments and team members.

Monitoring outstanding tasks and projects.

Following up staff and contractors where required.

Maintaining business records.

Assisting with recruitment and onboarding.

Supporting operational meetings.

Identifying areas where processes can be improved.

Ensuring important tasks are completed within agreed timescales.

Meetings & Reporting

A major part of the role will involve ensuring that meetings actually result in action.

You will:

Attend selected management meetings with the Director.

Take professional and accurate minutes.

Record decisions made.

Create action lists with responsibility and deadlines.

Follow up on outstanding actions.

Prepare weekly updates for the Director.

Maintain business trackers and task lists.

Help monitor key performance indicators.

Communication & Relationship Management

You will regularly communicate with:

Employees

Managers

Contractors

Accountants

Solicitors

Suppliers

Clients

Landlords

Business partners

Professional advisers

Other external stakeholders

You must therefore be professional, confident and approachable, with excellent written and verbal communication skills.

The Person We're Looking For

We're looking for someone who wants more than simply an administration job.

You should be someone who naturally thinks:

"What needs doing, and how can I make sure it gets done?"

The ideal candidate will be:

Highly organised

Proactive rather than reactive

Commercially aware

Extremely reliable

Discreet and trustworthy

Confident communicating with senior people

Comfortable handling confidential information

Excellent at multitasking

Strong with Microsoft Office and spreadsheets

Comfortable working with financial information

A strong note-taker

Excellent at managing deadlines

Able to work independently

Comfortable taking ownership

Solution-focused

Calm under pressure

Professional in appearance and communication

Experience

Previous experience in any of the following would be advantageous:

Business administration

Executive assistance

Office management

Operations management

Business support

Finance administration

Property

Construction

Security

Lettings

Accountancy

Small/medium-sized business environments

However, attitude, organisation and ability to take ownership are just as important as experience.

Why Join Us?

This is an exciting opportunity for someone who wants to become a genuine part of a growing business group.

You won't simply be sitting behind a desk completing repetitive administrative tasks.

You will have direct exposure to the Director and senior-level decision making across four businesses, giving you the opportunity to develop an understanding of finance, operations, property, people management, business development and strategy.

The successful candidate will have the opportunity to:

Work directly with the Director.

Gain exposure to multiple businesses.

Take ownership of important projects.

Develop professionally and commercially.

Become an integral part of the senior management structure.

Have genuine responsibility and influence.

Progress as the businesses continue to grow.

• The Ideal Mindset