Job Description Executive Administration Officer Salary: £26,000 Hours: 30 hours per week (6 hours per day) Reports to: Chief Executive Officer Department: Executive Team Location: Swanage Railway 1. Role Purpose The Executive Administration Officer provides high-level, proactive administrative and organisational support to the CEO and the Executive Team (CFO and Chief Mechanical & Engineering Officer). This role exists to bring structure, coordination, and efficiency to a dynamic heritage railway undergoing significant organisational change. You will ensure the smooth running of day-to-day executive operations, support governance requirements, and help deliver the 2025–2035 Strategic Plan in line with our core values of Integrity, Safety, Respect, Education, and Empowerment. 2. Key Responsibilities Executive Support • Provide comprehensive administrative support to the CEO, including diary management, correspondence handling, meeting preparation, and travel arrangements. • Prepare briefings, reports, presentations, and documentation for internal and external meetings. • Track actions arising from Executive Board, Governance Committees, and project meetings, ensuring timely progress. • Coordinate communication between the CEO, Executive Team, managers, volunteers, and external stakeholders. Governance & Compliance • Support the preparation of papers for the Trustee Director Board and its subcommittees. • Maintain an accurate archive of governance documents, including policies, minutes, and statutory records. • Assist with annual governance processes such as audit coordination, reporting cycles, and statutory returns. • Always uphold confidentiality and data protection standards. Organisational Coordination • Manage the Executive Team calendar, ensuring key operational, project, and governance deadlines are met. • Support cross-department communication by circulating updates, drafting internal messages, and coordinating information flows. • Provide administrative oversight for strategic projects, including document control, scheduling, and logistics. • Assist with workforce planning processes, recruitment administration, and onboarding for executive-level appointments. Office & Systems Administration • Maintain accurate digital and paper filing systems and ensure effective document control. • Support the implementation of new processes, systems, and organisational improvements. • Oversee general administrative functions that enable the efficient operation of the Executive Office. • Provide occasional support during events, stakeholder meetings, or VIP visits as required. Values & Culture • Model the organisation’s values in all interactions: Integrity, Safety, Respect, Education, Empowerment. • Contribute positively to a culture of professionalism, inclusion, and continuous improvement. • Build strong relationships with staff, volunteers, and partners. 3. Person Specification Essential • Proven experience in an administrative, executive assistant, or coordination role. • Exceptional organisational and time-management skills, with the ability to manage multiple priorities. • Strong written and verbal communication skills. • High level of accuracy, professionalism, and attention to detail. • Ability to handle confidential information with discretion. • Confident using Microsoft Office, Teams, and document management systems. • A proactive, solution-focused approach and ability to work independently. • Ability to build positive, collaborative working relationships across all levels. Desirable • Experience supporting senior leadership or governance bodies. • Understanding of charity operations or public-facing organisations. • Knowledge of heritage railways, tourism, or visitor experience sectors. • Experience coordinating projects or managing documentation workflows. 4. Additional Information • The role may involve occasional evening or weekend work to support governance meetings, events, or operational requirements. • The Executive Administration Officer is a key part of the new Executive Team and will help embed strong governance and professional management across the railway. • Training and development opportunities will be provided, including customer service, governance, and organisational systems.