Executive to CEO

 

 

 

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Job Title: Executive PA & People Manager Hours: 37 hours per week Reports to: Chief Executive Officer Location: This role is office-based at Coxwold House, Easingwold Business Park, Birch Way,

Easingwold, York YO61 3FB. The successful applicant may have the opportunity to work flexibly dependent on location and business needs.

Purpose of the job: BIGGA is a membership organisation for golf greenkeepers and currently has approximately 6,000 members from all areas of the greenkeeping industry. Those members join the Association to receive direct benefits, engage in educational and career development opportunities, network and promote their profession. As Executive PA to the CEO, you will play a pivotal role in ensuring the smooth and effective operation of the organisation. You will provide high-level executive support, managing a complex diary, coordinating travel, and preparing agendas, papers and briefings to ensure the CEO is fully informed and well prepared. The role requires strong partnership with the CEO, Board and wider team, supporting governance processes, coordinating cross-organisational meetings and projects, and maintaining efficient systems for information, policies and documentation. This is a varied and high-trust position where excellent judgement, organisation and attention to detail are essential to enabling effective leadership and operational success. Key Responsibilities

 Provide proactive support to the CEO and Senior Management Team (SMT).  Manage complex scheduling and diary coordination across multiple projects, priorities and

stakeholders.  Track actions, priorities and follow-ups to maintain momentum and accountability across the

organisation.  Act as a central point of contact for the CEO, SMT, Board, wider office team and external

partners.  Support the coordination and maintenance of organisational systems, processes and

compliance activities. Responsible for: 1. PA to CEO

a. Provide a comprehensive and confidential support service to the CEO and Senior Management Team (SMT).

b. Proactively manage the CEO’s electronic diary, ensuring effective prioritisation and seamless coordination of commitments.

c. Arrange all travel, accommodation and logistics for the CEO and Board liaising with colleagues as required.

d. Manage the CEO’s inbox, including filing and identifying priority communications to ensure timely and appropriate responses.

e. Organise and coordinate internal and external meetings (in-person and virtual), including Board of Management, SMT, full team, client meetings and training events.

f. Oversee the preparation, distribution and tracking of agendas, papers, actions and logistics.

 

 

 

 

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g. Manage and submit credit card expenses for the CEO, as well as process and reconcile the Executive PA’s own expenses in line with company procedures

h. Liaise professionally, diplomatically and discreetly with external stakeholders on behalf of the CEO.

i. Develop strong working relationships across the organisation, providing guidance, support and consistent communication aligned with leadership priorities.

j. Support the implementation of organisational projects, initiatives and procedures aligned with strategic goals.

k. Oversee the organisation of company events including staff and management off-site training days, social events, and the annual Christmas event.

l. Draft, format and quality-check professional correspondence, papers and documentation on behalf of the CEO and SMT.

m. Undertake any other duties commensurate with the level of the role, as directed by the CEO. 2. Board & AGM Support

a. Oversee all aspects of the online Annual General Meeting (AGM), including: i. Preparing and distributing papers in line with required timelines ii. Taking accurate minutes for publication iii. Managing member invites, attendance tracking and Zoom meeting logistics

b. Coordinate quarterly Board meetings, including booking all arrangements such as accommodation, lunches, dinner reservations and itineraries, preparing agendas and papers, taking accurate minutes, and tracking actions.

c. Record all Board CPD activity in partnership with the Learning & Development team. d. Support the transition of outgoing and incoming Board members, including arranging uniform

and company credit card, coordinating itineraries and travel, supporting BTME attendance, arranging gifts and managing any ongoing requirements throughout their term.

3. People Management

a. Oversee day-to-day operations, including the management of employee records on the

Breathe HR system (holidays, sickness absence, performance data, and general employee information).

b. Support the development and continuous improvement of systems, processes, and people-management practices alongside the external HR supplier.

c. Support employee onboarding and offboarding activities, ensuring compliance with statutory obligations, delivering effective inductions, and maintaining a positive employee experience throughout probation and beyond.

d. Maintain and update policies, procedures, contractual documents, and the employee handbook in line with changes to UK employment legislation.

e. Produce accurate and confidential documentation including contracts, letters, and formal communications.

f. Oversee the staff appraisal process, including scheduling SMT appraisals with the CEO, supporting managers with reviews, maintaining appraisal documentation, and updating Breathe records.

g. Support the annual salary review and performance-related pay processes. h. Assist with employee relations matters, including disciplinary, grievance, redundancy, and

capability issues, working alongside the CEO and the external HR supplier. i. Collaborate with the CEO to respond to HR actions and priorities as required.

4. BTME (Annual Exhibition)

a. Coordinate Board and staff itineraries, and staff rotas for the full team and each department b. Manage and coordinate the BIGGA lunch. c. Order gifts for departing Board members including the President and any staff d. Liaise with the Board on post-show staff communications, including coordinating the

purchase and distribution of thank you vouchers for staff e. Support the CEO and SMT with any other relevant tasks f. Attend BTME working group sessions – create agendas, take minutes and distribute actions

accordingly.

 

 

 

 

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Additional responsibilities:

 Undertake any other duties and reasonable requests that are in keeping with the nature of this post

 Attend member events as directed  Recommend ideas for improvement and highlight any problems  Plan work efficiently to meet the organisations goals and objectives  Able to delegate work effectively and provide practical support

Works with: Line manager: CEO Also in team: CFO Person Specification Knowledge, skills and abilities Essential  Proven Administration and PA experience supporting senior leadership.  Exceptional organisational and time-management skills, with the ability to prioritise a demanding

workload and manage multiple tasks in a fast-paced environment.  Strong communication and interpersonal skills, with the ability to influence, negotiate, and build

credibility at all levels of the organisation.  Demonstrated ability to handle confidential and sensitive information with absolute discretion.  Experience in coordinating Board or committee meetings, including agenda preparation, action

tracking, and accurate minute-taking.  Ability to build and maintain effective working relationships across departments, with members

and external suppliers.  High level of customer service with strong problem-solving abilities.  Confident working independently, using initiative, and contributing effectively as part of a team.  Advanced IT proficiency, particularly in Microsoft Office applications including Outlook, Word,

and Excel.  Exceptional attention to detail and accuracy.  Proactive, highly organised, and able to plan ahead to meet strict deadlines.  Clear, professional communication skills, including when dealing with senior stakeholders.

Desirable  Confidence in preparing high-quality reports, presentations, and briefing documents.  Familiarity with governance processes and supporting senior boards or committees.  Experience managing small projects or contributing to organisational improvement initiatives.  Experience handling HR-related administration or supporting People functions.  Comfortable working with CRM systems, databases, or digital collaboration tools (e.g., Teams,

SharePoint). Disposition  Demonstrates a positive, can-do attitude with a flexible approach to changing priorities.  Proactive, dependable, and takes ownership of tasks and challenges.  Ability to remain calm, professional, and solutions-focused under pressure.  Approaches work with professionalism, discretion, and a commitment to high standards.

Other  Working hours: Monday – Thursday 8:45 - 17:00 Friday 8:45 - 16:30  Predominately office based, possibility of hybrid working to be agreed with the CEO

Updated March 2026