Executive Administrative Assistant to the Chief Executive's Office
1 week ago
The Behavioural Insights Team is looking for a highly organised, efficient and team focused Executive Assistant to directly support their 'President' and provide calendar and travel support to two other leaders.
For the President, you will excel at balancing the demands of high-profile stakeholders in the public and private sector, manage a busy diary of internal and external meetings and international delegations, arrange international travel, and coordinate the planning and execution of internal and external events with the BIT wider team.
You must have a flexible approach and be willing to pitch in to support the business outside of this role on behalf of the President.
You will be in a highly supportive team with the President's Policy Advisor and other EAs to ensure the smooth running of the President's office.
Your time will be spent roughly 75% providing support to the President and 25% providing calendar and travel support to two other executives.
Full diary management including prioritising their time, scheduling and rearranging appointmentsEnsure reception is aware when external guests are visiting and being present to greet them;
Assist with the management of the President's mailbox, monitoring and flagging incoming mail, and when appropriate sending replies under own signature or preparing drafts for the President;
Book international travel and accommodation, and provide itineraries for all business travel;
Manage reconciliation of President's credit card with appropriate receipts;
Alongside the Policy Advisor, act as the President's main contact point internally and externally
Ensure reception is aware when external guests are visiting and greeting them upon arrival;
Book all international travel and accommodation for the Global MD and provide itineraries for all business travel;
Manage the reconciliation of Global MD and FD's credit card with appropriate receipts;
Working as a team with the other EA's/PA's to help with cover when they are absent / on annual leave
Demonstrable experience in administering multiple projects and tasks and the communications surrounding these;
Successful track record of operating in EA roles including diary management support at a senior level;
We encourage flexible working and have a culture which enables this; for example flexible start and finish times and an IT set up which allows for easy working from home options
We have a flexible benefits programme which currently includes things like gym memberships, cycle to work schemes and the ability to buy extra annual leave at the start of the year.
We're a social bunch and have a variety of interest groups including Film Club, BIT Kids for our parents & 5aside team to name a few.
We have a great office, which has an amazing coffee machine and fridges stocked full of soft drinks-
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