Salary: £25,200 per annum
Reporting line: Marketing Director
Working pattern: 5 days per week (4 days in the office)
Job Summary: The Administrative Assistant plays an important role in the smooth functioning of the office, supporting all ICGN staff to work effectively, as well as providing flexible admin support, including regular support to Finance. This office-based position requires a practical, organized individual who is able to multi-task, prioritise effectively and work well with colleagues.
To apply, please send a CV and covering letter explaining your suitability for the role and why you want it to kate.webster@icgn.org, no later than 31 January.
Responsibilities:
* Meeting Logistics:
* Provide support for CEO by sending meeting invitations for her calendar, responding to diary requests in consultation with CEO.
* Provide support for ICGN’s Boards and Committee meetings, such as sending out calendar invitations and circulating papers.
* Manage calendar of/bookings for meeting rooms and arrange for catering and travel needs (if applicable); greeting external attendees arriving at the office.
* Setting up regular staff meetings, both virtual and in person, including sending calendar invitations and arranging catering and travel (if required); these include:
* ICGN’s Christmas party
* ICGN’s summer staff day
Administrative Support:
* Supporting Finance Manager with tasks such as:
* Chasing payments membership fees and delegate registrations
* Processing credit card statements, collecting and coding receipts, processing statements for approval
* Manually create and record invoices, and record payments
* Providing a timely response to queries in the Finance inbox (with support from the Finance Manager)
Facilities management:
* Taking inventory of office supplies and order more as needed
* Keeping an inventory of office equipment (inc IT devices)
* Helping establish and maintain office procedures (e.g. distributing post)
* Day-to-day communication with office suppliers/services (including premises landlords, office cleaning, printing, PAT testing etc)
Other duties
* Perform other duties as needed, as directed by your line manager.
Skills, knowledge, and experience
· Relevant post-16 qualification
· Excellent communication, interpersonal, and organizational skills.
· Strong written and verbal communication skills in English.
· Proficient in Microsoft Office Suite (Word, Excel, Outlook).
· Ability to learn on the job and adapt to changes
· Ability to prioritize multiple tasks and work effectively in a fast-paced environment.
· Ability to maintain confidentiality and discretion.
· Strong attention to detail and accuracy.
· Positive attitude, professionalism, and a willingness to learn.
Benefits
· Up to 10% employer matching pension contribution
· Annual bonus awarded on company performance matrix
· 28 days annual holiday
· Optional private health care