Key Responsibilities

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  Executive & Diary Management

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    Full ownership of the leader’s diary, including daily, weekly, and long-term scheduling

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    Coordinate meetings, community events, pastoral visits, ceremonies, and external engagements

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    Anticipate scheduling conflicts and manage changes proactively

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    Ensure the leader is prepared and fully briefed for all engagements

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    Maintain realistic scheduling, including preparation and travel time

  
  Community Relationship Management

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    Maintain and manage the organisation’s CRM system

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    Track community members, key milestones, and follow-up communications

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    Ensure important personal or community engagements are recorded and followed up

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    Assist with invitations, guest lists, and communication for community events

  
  Ceremonial & Life-Cycle Event Coordination

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    Coordinate important community life-cycle events and ceremonies, including celebrations, milestones, and commemorations

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    Prepare detailed checklists and logistical plans for events

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    Ensure all necessary materials, documents, and notes are prepared in advance

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    Confirm venue details, participants, and timing

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    Liaise with families and event coordinators when required

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    Ensure accuracy of names, personal details, and programme flow

  
  Travel Coordination

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    Arrange flights, accommodation, and ground transport

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    Manage online check-ins and travel documentation

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    Prepare detailed travel itineraries and supporting documentation

  
  Administrative & Office Support

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    Manage email correspondence and prioritisation

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    Assist with drafting routine communication when required

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    Maintain organised digital records and documentation

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    Coordinate with office staff and external stakeholders

Requirements

Required Skills & Competencies

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  Exceptional organisational and administrative ability

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  Strong attention to detail

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  Ability to remain calm and effective in a fast-paced environment

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  High level of discretion and professionalism

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  Strong written and verbal communication skills

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  Excellent time management and anticipation skills

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  Comfortable using digital tools such as CRM systems, calendars, and document platforms

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  Proactive mindset with strong problem-solving ability

Personal Attributes

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  Professional, polished, and dependable

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  Emotionally intelligent and respectful in a community environment

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  Adaptable and flexible

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  Service-oriented with a collaborative approach

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  Quick learner able to absorb terminology, traditions, and cultural context

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  Comfortable working closely with senior leadership

Success in This Role

Success means the leadership office operates smoothly and efficiently, with well-managed schedules, seamless events, and strong follow-through on community relationships.

Benefits

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  Full-time, office-based (Monday–Friday) with flexibility

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  Fast-paced and dynamic environment

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  Occasional flexibility may be required around major community events

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  Competitive remuneration offered in line with the level of responsibility