Office Manager and Executive Assistant

Position: Office Manager and Executive Assistant​

Location: The Valley, Floyd Road, Charlton, London, SE7 8BL

Salary TBC

Hours: FTE Mon-Fri (+matchdays as needed)

About Us:

Charlton Athletic Football Club is an English professional association football club based in Charlton, south-east London. The club was founded on June 9th, 1905 and has a very storied history from rising to the top-flight of English Football in the 1930s (First Division) and again in the 1980s, 1990s and 2000s, to winning the FA Cup in 1947 and to leaving their Valley home in the mid-1980s only to make an impassioned return in 1992. Historically, the women's team played under Charlton Athletic from 2000 to 2007 but were released to become an independently run team in 2007 following the men's team's relegation from the Premier League.

The women's team were originally formed as a non-professional team in 1991 and were highly successful in the early 2000s winning The FA Cup, the League Cup, and the Charity Shield, as well as coming runners-up in the top division in multiple seasons. In February 2021, the club acquired the Charlton Athletic Women's team, turning the team full-time professional, and integrating them to become one club again.

Currently, our men's first team competes in League One, the third tier of English football, and our women's team competes in the Women’s Championship, the second highest division of women's football in England. At Charlton, we are ‘one club’ and can be truly described as a ‘family club’.

Role Description:

The Office Manager will oversee daily administrative operations at Charlton Athletic Football Club, ensuring smooth functioning of the club's administrative and business activities. This role involves managing office resources, coordinating with various departments including finance and commercial, maintaining supplies and equipment, supervising administrative staff, implementing office policies, and serving as the primary point of contact for visitors, vendors, and staff inquiries. The ideal candidate will have excellent organizational abilities, strong communication skills, and proficiency with office software applications.

Key responsibilities include facility management for the office at The Valley, coordinating with external service providers, managing office budgets, organising team events and meetings, supporting the HR function with onboarding processes, maintaining filing systems (both electronic and physical), and problem-solving administrative challenges as they arise. The Office Manager will report directly to the Chief Operating Officer and work closely with the senior management team to align office operations with the club's strategic objectives and maintain a professional, welcoming environment that reflects the club's values and standards.

The Executive Assistant aspect of the role provides comprehensive and highly effective support to the Chairman and the Board of Directors of the Club.  Reporting primarily to the Chief Financial and Chief Operating Officer, the PA will have the ability to be both proactive and reactive. The role will involve extensive inbox and diary management, administrative support, coordinating meetings, booking travel and accommodation and supporting other senior staff.  It will also include taking minutes at all Board meetings.  Dotted reporting lines will also be in place to the Chairman and Managing Director.

Key Responsibilities:

• Coordinating, minute taking and logging actions for the monthly Board Meeting, with appropriate follow-up.
• Coordinating and booking meetings, keeping other staff members informed of changes to plans.
• Booking travel and accommodation.
• Managing monthly expenses for the Board of Directors.
• Providing ad-hoc administrative support to the Operations and Finance Teams, such as preparing correspondence.
• Providing ad-hoc corporate administrative support to the Human Resource Team, such as support with coordinating and tracking HR responsibilities, coordinating training, preparing correspondence and minute taking.
• Reception duties when required – answering calls, emails and letters.
• Being the point of contact for suppliers and ensuring office supplies and resources are restocked.
• Keeping records of office expenditure.
• Meeting, conference and event planning.
• Adhere to and maintain compliance with all Health and Safety procedures within your work, ensuring you are responsible for yourself and/or team members who report into you.
• Any additional duties requested by the Board of Directors.
• Oversee daily administrative operations to ensure smooth functioning of the club's business activities
• Manage office resources, equipment, and supplies
• Supervise administrative staff and implement office policies
• Serve as primary point of contact for visitors, vendors, and staff inquiries
• Manage facilities for non-stadium areas
• Coordinate with external service providers
• Manage office budgets and procurement
• Organize team events and meetings
• Support HR with onboarding processes
• Maintain physical and electronic filing systems
• Coordinate with various departments including finance and commercial
• Problem-solve administrative challenges as they arise

Person Specification

Essential

• Experience of working as a PA at director (or other senior position) level.
• ​Experience of providing administrative support in a fast-paced environment.
• Strong organisational and communication skills.
• Sound time keeping and forward planning ability.
• Motivated self-starter with the ability to prioritise.
• Positive and flexible attitude.
• A good level of Maths and English.
• Solid IT (MS Office) skills.
• Excellent oral and written communication skills.
• Ability to work on time sensitive projects and meet deadlines.
• Experience of working as part of a team within a busy environment.
• Confident in dealing with telephone calls and visitors.
• Able to work in a confidential and professional manner.

Desirable

• A degree is desirable, but not essential (secretarial qualifications will be highly regarded).
• Experience in office management or other management skills will be helpful.

Additional Information:

• This a full time role that includes work on weekends and evenings, including home matchdays;
• Applicants must be eligible to live and work in the UK;
• Charlton Athletic FC is committed to following relevant health & safety regulations and all members of staff are expected to be fully aware and adhere to, at all times, the Club’s H&S and fire safety procedures;
• Charlton Athletic Football Club are fully committed to safeguarding and promoting the welfare of children, young people and adults at risk and expect all staff to share this commitment;
• Equality, diversity and inclusion are core to our values as a club. CAFC is committed to the principle of equal opportunity and its policies for recruitment, selection, training, development and promotion are designed to ensure that no job applicant receives less favourable treatment on the grounds of race, colour, nationality, religion or belief, sex, sexual orientation, marital status, age, ethnic and national origin, disability or gender reassignment.  

Safeguarding:

Charlton Athletic Football Club are committed to safeguarding and promoting the welfare of children, young people and adults at risk. The successful candidate may be required to undertake a Disclosure and Barring Service check (DBS). The possession of a criminal record will not necessarily prevent an applicant from obtaining a post, as all cases are mediated individually according to the nature of the role and the information provided.

Note: Please note that due to the high volume of applications we receive we regret that we are unable to respond to unsuccessful applicants.

To Apply: Please send a copy of your CV as well as a covering letter explaining why you want to apply for this role to: ADD LINK HERE