Executive Assistant

3 weeks ago

London, United Kingdom The Institute of Ismaili Studies Full time

We are seeking a meticulous and detail-oriented Executive Assistant to join the Director’s Office on a permanent full-time basis (35 hours/week). You will be mainly based in the office at The Aga Khan Centre (AKC) and reporting to the Director and Board Secretary and responsible for all aspects of administration including diary management, travel coordination, expenses and stakeholder engagement. You will have a strong administration and communication skills, exceptional organisational skills, and a keen eye for accuracy.

As the Executive Assistant, you will be working with several stakeholders within the Institute, and international partners.

Your duties will include the following:

- Coordinating complex calendars, scheduling meetings, and appointments across different time zones
- Arranging all aspects of domestic and international travel
- Correspondence and communication on behalf of Director
- Maintain confidential files, documents and databases
- Tracking expenses, reconciling receipts, and forecasting monthly budget expenditures
- Plan, manage and work collaboratively with IIS departments and external vendors.

You will require:

- Proven work experience as an Executive Assistant, Personal Assistant or similar role
- Highly proficient knowledge of Microsoft Office, including knowledge of MS Excel (creating spreadsheets and charts and using financial Excel functions) and ability to use data management systems.
- Understanding of GDPR and ability to handle highly sensitive or confidential material.
- Excellent organisational, administration and communication skills with the ability to work independently and as a member of a team.
- Tact, diplomacy, discretion and patience and the ability to work in a high-pressure environment, requiring occasional flexibility to work very occasional evenings and weekends.
- Ability to prioritise tasks, multi-task and manage time effectively and efficiently.

Your salary will be based on your experience. As a member of the Institute, you will be entitled to life assurance (up to 3 x your salary), BUPA healthcare insurance, 10% non-contributory pension and many more.

The IIS is an academic institution with an international mandate, based in London. It promotes research and scholarship about Islam and Muslim societies, with a particular focus on Ismaili and broader Shi’i history and thought. Established in 1977, IIS is now positioned amongst the well-reputed academic institutions in the field of Islamic studies. Its programs are informed by an empathic commitment to addressing the needs of Ismaili Muslim communities, and its Board of Governors is chaired by His Highness the Aga Khan.

**where you can also download the job description and person specification. Closing date: 22 April 2024.**

**Note that this vacancy may close early if a suitable applicant is found.

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