Executive Assistant

5 months ago

London, United Kingdom Whitehall and Industry Group Full time

Job description

**About WIG**

WIG is a purpose-driven membership charity organisation that champions cooperation, learning and understanding between business, government and not-for-profit sectors. For almost 40 years, WIG has been offering different ways to collaborate and share skills through events, secondments, mentoring and training to create experience-rich environments and encourage people across these sectors - and sometimes from different parts of the same sector - to come together and discuss and solve mutual challenges, working together toward the good of society.

**Role overview**

WIG is looking for an Executive Assistant to join the Operations team. Reporting to the Head of Operations and CEO, the Executive Assistant is core to the strategic productivity and efficiency of the Executive office. This dynamic position is responsible for providing comprehensive support to the CEO, including the Board of Trustees and the executive management team.

This position requires the ability to leverage a project management methodology to all organisational operational and strategic projects. Being able to anticipate needs, think critically and offer creative solutions to problems with a high level of professionalism and confidentiality is vital.

**What we’re looking for**:

- At least two years of executive support experience, including supporting C-level executives.
- Confident and adaptable interpersonal skills in dealing with people at all levels, demonstrating professionalism, diplomacy, and excellent customer service.
- Demonstrated history of meeting deadlines and the ability to run several different projects simultaneously.
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives and staff.
- Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
- Strong verbal and written communication skills.
- Exceptional organisational skills and impeccable attention to detail.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Non-profit board experience is highly preferred.
- An interest in current affairs is desirable

**What the main role responsibilities look like**
- Act as a gatekeeper for the CEO, providing a bridge for smooth communication between the Executive Office and the team.
- Take ownership of the calendar and provide sophisticated diary management for the CEO. Troubleshoot any diary conflicts based on the CEO’s priorities to ensure smooth day-to-day engagements.
- Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
- Prioritise and determine the appropriate course of action to issues exercising judgement to reflect the CEO’s working style and elevating any issues that need the CEO’s attention.
- Coordinate and assist in all Executive team meetings, working with the Head of HR/Operations to prepare meeting agendas, compile meeting papers and presentation materials, and collect all minutes to manage follow-ups on any tasks, takeaways, or communications.
- Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately and anticipating the CEO’s needs in advance of any meetings, conferences, and events.
- Work closely with the executive management team to coordinate the CEO’s outreach activities, actively managing their pipeline, following up on contacts made and cultivating ongoing relationships.
- Oversee and manage all details for travel.
- Act as a liaison and provide support to the Board of Trustees, working with the CEO and Head of HR and Operations to arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary.
- Support the calendar management of the Director of External Engagement, supporting the scheduling of external facing meetings, and scheduling monthly relationship manager meetings.
- Work closely with the Head of HR and Operations to evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organisation develops.

**How to apply**
- You will then be given the opportunity to showcase your skills through a test specifically designed for the role and will be given the chance to talk through your approach at a panel interview
- Finally, you’ll be invited to an in-person interview with the CEO

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