Description
Chatham House, the Royal Institute of International Affairs, is a world leading independent policy institute based in London. As a global think tank, our mission is to help build a sustainably secure, prosperous and just world.
Our Director’s Office seeks to recruit an efficient and organized Assistant who will be primarily responsible for the management of the COO and Chair’s diaries and correspondence; and support day-to-day activities including preparing briefing materials for meetings, booking travel and processing expenses, maintaining records and reporting. This role will play a focal point in the organization for engaging the Director’s Office and will support the team’s internal communication efforts.
This is a varied and wide-ranging role ideal for someone looking to develop experience in C-suite administration.
We are an equal opportunity employer, we value diversity and do not discriminate on the basis of protected characteristics. We encourage applications from all backgrounds. If there is anything we can do to improve your experience or support you, please do not hesitate to get in touch at HR@Chathamhouse.org.
Main Responsibilities
Delivery
* Proactively manage the complex and busy diaries of the Chief Operating Officer and Council Chair, ensuring that meetings and engagements are appropriately and sensitively prioritised;
* Plan itineraries and arrange complex travel and engagements;
* Respond to queries to the Director’s Office in a timely manner, maintaining processes and systems to ensure efficiency;
* Ensure visitors are greeted personally by a representative of the Director and personally meet and greet high-level visitors including officials, Ambassadors, and HNWIs;
* Draft letters and invitations ensuring Chatham House brand guidelines and formatting style is followed, as well as appropriate protocols are adhered to;
* Take minutes and action summaries at internal and external meetings as required;
* Assist the Head of the Director’s Office in arranging agendas for regular all staff meetings;
* Assist in compiling and organizing documents and materials, undertaking research and collating information as needed;
* Maintain all documents, files, and records on CRM and SharePoint in line with data protection;
* Process invoices, expenses, and reimbursement of expenses;
* Book meeting rooms, conference calls, refreshments, AV equipment assistance on Condeco;
* Ensure the Director’s Office is well supplied and maintained.
People
* Establish positive working relationships with the Head of the Director’s Office, Chief Operating Officer and Council Chair, and other members of the Director’s Office to ensure smooth coordination of and communication from the Office;
* Build relationships with colleagues across the institute to gain understanding and pre-empt requirements for executive leadership time;
* Contribute to collective objectives and work across teams and with colleagues, with sensitivity and diplomacy;
* Liaise with a wide range of external partners including government officials, embassies, individual supporters, senior corporate executives, and internally with senior colleagues.
Strategy
* Act as a ‘gatekeeper’ and ambassador;
* Proactively develop an understanding of the Chatham House Strategy and Director’s Office key objectives to better anticipate needs;
* Take an interest and attend Chatham House events, conferences etc. where possible;
* Actively develop skills by attending in-house training.
* Contribute to the delivery of the Chatham House EDI strategy.
Person Specification
Essential Experience
* Confident PA position with proven experience in complex diary management, ideally for C-Suite level principals;
* Discrete, diplomatic, and professional with confidentiality when engaging with senior staff and handling information;
* Strong administrative and organisational skills, and proven ability to identify priorities and actions efficiently and effectively.
* A problem-solver with the ability to show initiative, take ownership and calmly juggle multiple projects at a time under pressure;
* Ability to work with individuals at all levels of seniority, both within and outside of the organization.
Essential Skills
* Ability to engage and build rapport;
* Excellent written and communication skills;
* Ability to prioritize and take initiative;
* A high level of accuracy and exceptional attention to detail;
* Good interpersonal skills. You are able to build positive relationships both internally and externally with a diverse network of colleagues, donors and partners;
* Proficient in MS Office suite (Word, Excel, PowerPoint) and CRM systems.
Desirable experience:
* Experience working in a think-tank, research institute, NGO, foundation, academic institution; or a policy-relevant setting;
* Experience in engaging with decision-makers at the national or international institutional level.
* A demonstrated interest in international affairs and policy would be desirable.
Please note that this is not a research role, the Personal Assistant will primarily focus on providing administrative support to the Director's Office.
Benefits
Benefits include approximately 37 days of annual leave (including public holidays and Chatham House closure days), pension salary exchange, employee assistance programme, parental leave, flexible working and other benefits designed to suit your lifestyle. All of this, in a professional, engaging and intellectually stimulating environment.
Salary: £35,000 per year.
Contract: Full-time, Permanent.
Location: Hybrid (Office/Home), minimum 2 days in the office per week.
Application closing date: Sunday 19 January 2025 (Midnight, UK time). You will be notified of the status of your application within 4 weeks of the role closing.
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