Executive Assistant to International Director

Role Purpose

The ID Executive Assistant will take initiative and proactively organise, manage and provide support to the International Director (ID) and ID Senior Leadership Team. The successful candidate will have great project management, organisational, administrative, communication and documentation skills. The postholder will have bias for action, analysis and writing, the ability to think laterally and deliver results and a strong understanding of programmatic processes and systems. A high level of integrity and discretion in handling confidential information, emotional intelligence and professionalism in dealing with demanding results oriented senior professionals inside and outside the organisation is imperative.

You will have the autonomy to complete complex tasks and projects quickly with little guidance and react to situations which require a quick turnaround, often not knowing the full picture. None the less you will react with the right level of urgency (and courtesy) and will efficiently and proactively solve complex and unique problems that affect people within the department or other related groups. We are looking for someone that keeps calm under pressure and is able to manage assignments with sound judgement and with multitasking capabilities. This is a fast-paced environment but working within the team and as part of it is very rewarding.

Key Outcomes

• Be first point of contact for the ID director using knowledge and judgement to answer basic queries, delegate where appropriate and in the absence of the ID Director, ensure in-coming issues get the attention they need.
• Working closely with and ensuring the smooth running of the ID Senior Leadership Team, the ID Expanded Leadership Team and the ID All Staff interactions by providing organisational, communication, logistical and administrative support, including supporting the organising and minuting of meetings critical to the ID Director, ensuring that actions are followed up.
• The role will provide practical support to the ID Director by taking on key pieces of work for them such as undertaking research, drafting presentations, papers, communications, supporting with social media etc.
• Comprehensive and efficient service support to the ID Director, including diary and email and other communication management, expense reports and travel arrangements, organising events, complex scheduling of virtual and physical, interactive workshops and other meetings and helping manage priorities and meeting deadlines including requests from other colleagues.
• Help the effective running of ID by building internal and external networks, delivering internal communications as required and serving as a point of contact for the directorate.
• Driving team activities (including staff meeting agendas and notes, org-wide meetings, social outings, supply ordering, and other key logistics).
• Knowledgeable on how to navigate and operate internal systems (e.g. video conference systems, audio calls, internal tools).
• The post holder will ensure streamlined management meeting schedules for IDSLT by taking initiative and looking forward 6-18 months to arrange meeting schedules that align with IDSLT requirements and Christian Aid governance cycles.
• Being involved in activities and meetings within the wider EA team – this team will provide support and guidance required to navigate through the world of Christian Aid.
• Managing internal communications on behalf of the Leadership
• Working with ID staff, developing, administering, and tracking of the ID budget ensuring the right assignments to codes, analyses of the agreed ratios, revision of the budget and financial reporting.

Qualifications

Applied skills/knowledge and expertise.

Essential

• Educated to degree or equivalent level.
• Considerable relevant executive assistant experience, in particular understanding the needs of senior management within a charity
• Exceptional organisational skills
• Excellent verbal, written, analytical, organisational, and prioritisation skills with high attention to detail and experience of minuting a variety of meetings.
• Proven track record of working with complex diary, email management, travel planning and logistics management.
• Proactively able to take on work such as drafting presentations or papers, under guidance of manager.
• Able to maintain confidentiality and use discretion where appropriate.
• Strong interpersonal skills including the ability to negotiate.
• Clear and confident communication skills, including social media.
• Ability to stay on top of a constantly changing workload, proven record of prioritisation.
• Pro-active and a self-starter; identify and act on potential issues; able to initiate and manage projects within agreed guidelines.
• Sound knowledge of Office programmes particularly Word, Outlook, PowerPoint and Excel
• Knowledge of financial software, record keeping and budget management.
• Commitment to Christian Aid’s mission, vision and values

Desirable

• Knowledge and understanding of the international development and humanitarian sector
• Understanding of Church relations and/or political relations
• Experience managing and delivering internal communications
• Understanding of the principles of good governance
• Ability to support report writing and presentations
• Project management understanding