Personal Assistant to COO

3 weeks ago

London, United Kingdom Search Full time

About the Company:

Are you looking for your next PA role for an international non-profit organisation providing PA support to the Chief Operating Officer (COO) and Chief Executive Officer (CEO), and some administrative support to senior staff in the Corporate Services department (led by the COO). The post holder will be privy to a wide range of confidential information, and absolute discretion and a close and trusted working relationship is a must in this role. The post holder will become aware of the latest thinking, issues and priorities facing the organisation and as part of their role will also play a key role in ensuring all actions related to activities and projects led by the Chief Operating Officer are followed through. This will require interaction with Board and other governance body members, the executive team and a broad range of stakeholders from around the world.

About the Role:

Main duties and responsibilities:

  • Provide PA support to the Chief Operating Officer and the Chief Executive Officer, managing their offices in an efficient and professional manner. Duties include:
  • Diary management, dealing with correspondence, invoices and expenses for travel arrangements and itineraries, preparing and managing meeting papers, organising meetings, events and conference calls, and appointments e.g. with the Executive Committee, Board and advisory bodies.
  • Organising Christmas and summer party, as well as other events and catering, as requested for team meeting facilitation and minute taking, as required.
  • Plan, in collaboration with the Chief Operating Officer, the annual schedule of corporate governance meetings (including dates for Board and Executive Committee meetings, global retreats or workshops etc).
  • Oversee the Executive Committee’s collective diary planner.
  • Oversee and organise the contracts database; manage the leases database.
  • Undertake research and work on special projects with the Chief Operating Officer.
  • Follow up on actions and activities being undertaken by colleagues on behalf of the Chief Executive and Chief Operating Officer.
  • Administrative and logistical support to senior staff within the Corporate Services department, including making overseas travel arrangements.
  • Contribute to the work of the HR team, particularly in making and/or supporting arrangements for training and recruitment interviews held in the London office as required.
  • Undertake some governance activities (such as making meeting paper packs, minute taking) in support of the Governance Secretary, as required.
  • Communication across theat all levels – across other departments and regions, with the Executive Committee and with the Board members and members of the other governance bodies.
  • Work closely with other PAs in the organisation and the Office Services team, ensuring good teamwork and effective communication.
  • Provide any other day-to-day operations and administrative support to the CEO and COO as required.

Qualifications:

  • A proven and demonstrable track record of working at a senior PA level is essential
  • Educated to degree level or equivalent experience essential

Required Skills:

  • Experience of: managing busy and complex diaries, that change frequently (essential) arranging international travel and logistics (essential) planning and organising events, meetings (essential) undertaking research and managing and delivering projects (desirable)
  • Well-developed IT skills, in particular confident use of MS Office applications (including SharePoint); an advanced knowledge of MS Outlook is essential.
  • Confidence in dealing with financial information, in processing invoices completing expense claims.
  • Capable of drafting board-standard briefing papers and associated presentations in a wide variety of formats desirable

Pay range and compensation package:

£51,000 to £53,000

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