A leading charity is seeking a highly organized and adaptable professional to join their hub of EA's and PA's in the west end. They work with leaders across the world and therefore you would have an opportunity to not only support your executives closely but be involved with the many projects going on. This role provides essential administrative support to both the Director of the Executive Office and the Executive Assistant to the CEO ensuring the seamless operation of high-level executive functions.
As a key member of the Executive Team, you will be responsible for covering both positions when required, handling a range of administrative tasks, and offering strategic support. This includes diary management, correspondence handling, meeting coordination, and document preparation. Additionally, this role will include overseas travel to provide support to the Executive Office.
Key Responsibilities
* Diary Management – co-ordinate internal and external appointments, conference/video calls, across time zones whilst proactively ensuring diaries reflect shifting priorities
* Meetings and Events – arrange internal and external meetings and events, including scheduling, greeting guests, coordinating logistics, catering, preparing agendas, circulating papers, tracking action points and taking minutes
* Travel support (when required) - organising visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials. This role may also require some occasional travel accompaniment
* Correspondence & inbox management- file and action incoming correspondence and prepare letters/emails on behalf of management
* Research support - collecting data, carrying out research (for instance reviewing online source material) and writing basic briefing material
* Expense Management – completing monthly claims, reviewing expenses and invoices for approval on behalf of management
* General administrative support including filing, gifts and entertainment, maintaining contact databases and cover during periods of absences
Person Specification & Know How
The successful candidate for the role must be able to display the following:
* Previous senior level PA/EA experience, preferably to C-Suite level or senior government level
* Previous experience with handling complex travel plans, including multi-leg itineraries and visas
* Previous line management experience
The successful candidate for the role should be able to display the majority of the following:
* Previous experience in policy/political environment preferred but not essential
* Operational level political understanding and knowledge of current affairs
* Experience in leveraging digital and AI tools to maximise efficiency and operations (both in the EA role and as part of the wider organisation)
* Excellent communication, time management and organisational skills
* Excellent IT skills including Microsoft Word, Excel, PowerPoint and Outlook
* Experience of working with and interacting with high profile figures
* Understanding of national and international protocols for senior dignitaries and high profile individuals
* High levels of discretion, interpersonal skills, good judgement and tact
* An ability to operate in a fast moving and pressured environment
* Proactive team player with positive attitude
* Support for the mission of the organisation
* Excellent team player and work collaboratively with colleagues and perform other duties as reasonably required to achieve the goals of your team and the Institute