Executive Assistant and Administrator

Executive Assistant and Administrator – Climate Governance Initiative

An exciting opportunity for an experienced administrator to join the Centre for Climate
Engagement team at Hughes Hall to support the Climate Governance Initiative – a unique and
growing global platform for boards run in collaboration with the World Economic Forum.

Job Purpose

The role of the Executive Assistant and Administrator is a key position within the Operations
Team of the Climate Governance Initiative (the Initiative). Reporting to the Head of
Operations, and supporting the work of the Team Coordinator, the role works to ensure the
smooth running of the Initiative. The role holder provides administrative, communications,
financial and secretarial support to the Director and the Executive Team of the Initiative.
Specifically, this involves supporting the coordination and monitoring of the Initiative’s
operations and liaison with key personnel, including the Director, the Head of Operations, the
Executive Team, partners, stakeholders, and the Initiative’s funders. In addition, the role
will require liaison with the College Finance Office as well as the Centre Manager and the
Director of the Centre for Climate Engagement. The Executive Assistant and Administrator is
expected to assess and respond to issues, and to refer more complex queries as appropriate. The
role holder is the first point of contact for external enquiries to the Initiative. The role
holder will manage the Director’s diary and travel arrangements, and those of the Initiative’s
Leadership Team.

Main Duties

Executive Assistant

Manage the Director’s diary, balancing competing priorities and understanding the need for the
degree of flexibility that is required within a busy schedule.

Arrange meetings and make travel arrangements, draw up itineraries, arrange accommodation,
liaise with host organisations within the UK and overseas as necessary. Make accommodation
arrangements for the Initiative’s visitors to Cambridge, as required.

Ensure the Director’s office correspondence is processed in a timely manner, balancing the need
for both accuracy and speed of production.

Draft correspondence on behalf of the Director as appropriate, liaising with colleagues across
the Initiative as necessary.

Ensure the smooth running of the office and that secretarial and other administrative work is
produced to a high standard and within set deadlines.

Finance and Purchasing

Collate and organise submission of credit card returns and expense claims to the Finance
Office.

Prepare and collate financial information relating to Initiative projects, for review by the
Head of Operations and/or the Centre Manager of CCE.

Administer procurement of facilities to support meetings and workshops, publicity materials and
other products and services connected with Initiative activities, including allocation of costs
to relevant tasks.

Order and purchase of consumables and other items as required.

General Administration

Act as the first point of contact on administrative matters for the Initiative.

Working with the Centre Manager of CCE, organise recruitment and advertise posts – completing
forms with required information, contacting and liaising with central HR to place
advertisements, monitoring costs of advertising and escalating as appropriate.

Coordinating with Human Resources on recruitment, collate CV’s, provide information to
candidates, respond to applications, questions and notifications. Coordinate with Human
Resources, the Head of Operations and the interview panel to arrange interviews.

Administer and document the Initiative’s projects.

Support the process of branding and trademarking through providing the necessary administration
and records.

Support the Director, Head of Operations and Operations Coordinator to produce and collate
Initiative reports for both internal and external consumption.

Liaison, Meetings and Initiative Operations and Group Meetings

Liaise with people at all levels internally and externally, quickly establishing rapport and
credibility and providing additional information as required.

Be the first point of contact for all general matters concerning any partner, stakeholder, and
any of the funding bodies.

Maintain meeting calendar, issuing e-mail reminders of meetings.

Ensure timely responses to all requests to the Initiative, and organisation of meetings and
conference calls as needed.

Support the Head of Operations and the Operations Coordinator in planning meetings of the
Initiative’s Groups, Committees, and Boards as well as taking minutes and distributing them.

Coordinate the gathering and preparation of information from partners and stakeholders for
dissemination through the website, newsletters etc.

Communications and Engagement

Support Initiative’s Communications and Engagement teams by updating the Initiative’s website
and maintaining the Initiative’s social media presence (Facebook, Twitter etc) as required.

Proof-read articles for the website and the newsletter.

Administer events, seminars and workshops associated with the Initiative. This will include the
identification and booking of venues, budget and cost management, coordination of speakers,
delegates and hosts, and the compilation and dissemination of conference proceedings and other
documents.

The above is not an exhaustive list of duties. The post-holder may be asked to take on
different tasks as required.