A fantastic and rare opportunity has arisen for an energetic, hard-working EA to work for a global organisation that is an amalgamation of an NGO, NFP and Think Tank that work with 40+ countries with a focus on education, health, climate change and politics. You will provide EA support to two Execs. They employ over 1000 people but in the London office there are c.300. You will be based in their office in Oxford Circus 5 days a week.
Key EA Duties
- 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 - organising visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials
- Email management (if required) - monitoring mails, drafting responses, highlighting urgent items for action, filing inbox
- Correspondence 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
- Team supervision – management of a Team Assistant. Also train, mentor and provide guidance for junior team members as required
- Filing - creating, maintaining and retrieving paper/electronic materials for review (for example - ahead of meetings or in support of projects)
- Maintaining contact database - scanning/typing business cards, filing cards and keeping contacts up to date
- Gifts and Entertainment - record gifts/entertainment received on the company register
- General admin support - assistance to the wider team as required, plus support to the Executive Assistants incl ad hoc tasks as well as cover during periods of absence
The Ideal EA
- Previous senior level PA/EA experience
- A second language is desired
- 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
- Operational level political understanding and knowledge of current affairs
- Proactive team player with positive attitude
- Support for the aims of the organisation
- Work collaboratively with colleagues and perform other duties as reasonably required to achieve the goals of your team and the Institute
Benefits for the EA
- 30 days holiday + bank holiday
- Cycle to work scheme
- Life assurance
- Pension 4%
- Private Health Insurance
- 5 Days office, but can request WFH days when needed
If this EA role sounds of interest, please apply today!
We appreciate every application but are unable to respond individually to everyone due to the high volumes we receive.
