Job Description:

Admin Lead & Executive Assistant to the Managing Director

Location: Swansea (Office-based, 5 days per week)
Salary: Attractive salary, commensurate with experience

About the Role

We are looking for a highly organised, proactive, and professional Admin Lead & Executive Assistant to join a growing business in Swansea.

This is a pivotal role, combining leadership of the administrative function with trusted Executive Assistant support to the Managing Director. You will play a key role in ensuring the business operates smoothly, efficiently, and professionally, while helping to drive continuous improvement and support ongoing growth.

As the owner of the Admin Department, you will be responsible for delivering high-quality administrative support, maintaining business processes and standards, supporting compliance activities, and ensuring excellent internal and external service. You will also work closely with the Managing Director, taking ownership of delegated projects, managing priorities, and ensuring actions are delivered through to completion.

This is an excellent opportunity for an experienced administrator, office manager, operations coordinator, or executive assistant who thrives in a fast-paced environment and enjoys taking ownership of their work.

Key Responsibilities



Administrative Leadership

• Lead and manage the day-to-day administration function of the business
• Ensure administrative processes are efficient, reliable, and consistently delivered to a high standard
• Prioritise workloads and ensure actions, tasks, and commitments are completed accurately and on time
• Develop, document, and improve business processes and procedures
• Coordinate and maintain business documentation, including compliance, environmental, CSR, and tender information
• Chair weekly Admin Department meetings and ensure actions are followed through
• Identify and implement process improvements to support business growth

Executive Assistant Support

• Provide proactive Executive Assistant support to the Managing Director
• Manage diaries, inboxes, meetings, travel arrangements, and priorities
• Coordinate meetings, prepare agendas, record actions, and monitor progress
• Take ownership of delegated projects and tasks, ensuring timely completion
• Track commitments and follow up to ensure nothing falls through the cracks
• Escalate risks, issues, and decisions appropriately

Team Leadership

• Support and lead an administrative support function through a Team Lead
• Hold regular one-to-one meetings and provide guidance and accountability
• Monitor service quality, accuracy, productivity, and turnaround times
• Support process improvements, training, recruitment, and onboarding activities
• Oversee administrative systems and data accuracy

Business Systems & Continuous Improvement

• Support and maintain the company's operating rhythm and business processes
• Coordinate leadership and departmental meeting schedules
• Prepare agendas, capture actions, and ensure follow-up is completed
• Maintain business records, systems, and documentation
• Own and maintain the Company Manual, ensuring business processes remain current and accurately documented
• Promote consistent adoption of agreed processes and ways of working

Compliance, Administration & Infrastructure

• Manage office facilities and administrative infrastructure
• Coordinate insurance renewals and administration
• Support recruitment and HR administration activities
• Manage GDPR compliance across the business
• Develop and maintain company policies, accreditations, and records
• Coordinate compliance sections of tenders and business submissions
• Manage office supplies, travel arrangements, and expenses
• Support CSR, sustainability, and environmental initiatives

About You

We are looking for someone who can combine exceptional organisation and attention to detail with strong leadership and communication skills.

You will ideally have:

• Previous experience in a senior administrative, office management, operations, or executive assistant role
• Experience supporting senior leaders or directors
• Strong organisational and project management skills
• The ability to manage multiple priorities and deadlines effectively
• Experience improving processes and implementing systems
• Excellent written and verbal communication skills
• High levels of accuracy and attention to detail
• Confidence working independently and taking ownership of outcomes
• Experience with compliance, GDPR, policies, or tender administration would be advantageous
• Previous leadership or team management experience would be beneficial

What's on Offer?

• Attractive salary based on experience
• A key role within a growing and ambitious business
• The opportunity to work closely with the Managing Director and leadership team
• A varied and rewarding position with genuine responsibility and influence
• The chance to help shape systems, processes, and ways of working as the business grows

If you are a highly organised professional who enjoys creating structure, solving problems, and helping businesses operate at their best, we would love to hear from you.