Executive Assistant (Maternity Cover)

Employment Type: Contract 12 months

Location: Hybrid · London, UK

Salary: £29,631 - £34,224 (GBP)

Team: Operations

Closing: 11:59pm, 26th Feb 2024 GMT

For more information and to apply click here.

The Executive Assistant provides high quality administrative support to the Chief Executive Officer (CEO) and Chief Finance and Operations Officer (CFOO). This includes planning, prioritisation and diary management, meetings’ support communications support and other areas of administrative support to the leadership to ensure the smooth running of the organisation.

KEY ACCOUNTABILITIES

Planning, Prioritisation and Diary Management

• Manage the CEO’s and CFOO’s diaries.

• Prioritise emails and correspondence, preparing and following up on emails that need to be handled directly or referring issues to appropriate colleagues.

• Advise the CEO and CFOO daily on priority matters.

• Plan weekly to ensure good organisation of meetings, and being knowledgeable of correspondence, history, and context.

Meeting Support

• Coordinate and manage the senior leadership and senior management meetings.

• Coordinate and manage wider team meetings including regular, all-staff team meetings, and leadership briefings.

• Provide proactive meeting support and management, including engagement with external stakeholders, gathering of materials, notetaking and coordinating meeting follow up.

• Work with the company secretary to set meetings for the board and its committee dates.

Communications

• Act as the first point of contact for visitors, taking them to meeting rooms, providing refreshments.

• Produce communications, messages, and materials, including presentations and reports.

Administrative Support

• Arrange travel for the CEO and CFOO, including flights, in-country travel, visa, immunisations, accommodation, insurance, and other travel tasks.

• Provide regular, ad hoc administrative support to aid the delivery of the CEO and CFOO’s priorities and initiatives, working with the team, the Network, and external stakeholders.

• Lead on the organisation of the internal staff social events

• Provide surge administrative support on cross-organisational initiatives.

PERSON PROFILE

Technical Skills

• Previous EA experience.

• Graphic design skills are beneficial but not a requirement.

Personal Skills

• A self-starter and proactive problem solver who enjoys finding ways to make working life easier for others.

• Someone with the right attitude and willingness to learn.

• Attention to detail.

• Impeccable written and verbal communication skills.

• Take responsibility seriously and hold others to account.

• Goal and outcome focused.

• Demonstratable excellent organisational and time management skills

• Confident working based on own initiative.

• Strong IT skills, particularly in video conferencing tools, project management tools, and the

Microsoft Office package.

• Great team player with flexibility to adapt to changing demands.

• Proven problem-solving skills.

• Cultural sensitivity to work with a diverse team.

Education/professional skills

• University-level degree, or similar professional qualification.

• Relevant language skills, particularly in French and/or Spanish (desirable).

Key Competencies

• Relationship management.

• Communicating with impact.

• Delivering results.

• Information management.

• Problem solving and decision making.