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Assistant to The Global HR Director

4 months ago

Cardiff, United Kingdom International Baccalaureate Full time

**Assistant to the Global HR Director**

Salary circa £27,000

Permanent

Full-time, 37.5 hours per week (open to working part-time, 30hrs per week)

Hybrid working opportunity, upto 2 days in the IB Global Centre, Cardiff

**About the IB**

If you're looking to work for a global organisation with a meaningful mission, and with colleagues all over the world, then the International Baccalaureate® (IB) may have the ideal opportunity for you The International Baccalaureate provides world-class educational services to over 5,500 schools across 159 countries. A career at IB is not just a job; it’s an opportunity to work with an innovative world leader in education services and contribute to our 50-year mission of creating a better and more peaceful world.

**About the Job**

This role is pivotal in managing the office of the Global HR Director (GHRD) by providing comprehensive administrative support while ensuring strict adherence to confidentiality and compliance with established policies.

Acting as the primary point of contact for the GHRD, this role serves as a liaison with Heads of HR, Chief Officers, and internal and external stakeholders. It involves close coordination on matters related to Department Townhalls, Office Townhalls, Executive Team Meetings, and Board Meetings. Furthermore, as a departmental support, this role oversees HR procurement facilitation and vendor management, collaborating closely with internal procurement teams and external vendors.

Given the global scope of the organization with centres in Singapore, The Hague, Cardiff, Washington DC, and Geneva, this position requires flexibility and availability to work across different time zones.

**Key Responsibilities**
- Manage appointments, schedules, and electronic calendar for optimal time management.
- Coordinate meetings and events, including scheduling, invitations, room bookings, agenda preparation, document distribution, and minute-taking.
- Maintain effective communication with the Global HR Director to ensure awareness of upcoming commitments and responsibilities.
- Edit and produce high-quality, confidential correspondence and reports.
- Coordinate key deliverables and budget planning for the HR department.
- Assist with quarterly forecasts and monthly budget reconciliations for global HR expenses.
- Arrange all travel logistics, including transportation, accommodation, visas, expense reporting, and itinerary preparation.
- Support procurement tasks, collaborating with internal requestors, the Procurement Department, and external vendors.
- Manage data on HR contracts, linking them to review cycles, budgets, supplier lists, and service level agreements.

**About You**
- Experience in administrative roles, ideally as an Assistant or Administrator.
- Proven track record of exceptional organizational skills and expertise in senior-level responsibilities.
- Professional and confidential attitude.
- Confident minute-taker.
- Interpersonal abilities, including effective communication, active listening, and dedicated customer care.
- Adaptable and committed to collaborating within global teams across various time zones, embracing an international mindset.

**In addition to your salary, we offer an attractive range of benefits including**:

- 10% employer pension contribution
- Enhanced family friendly benefits
- 25 Days annual leave, plus public holidays, with the option to buy up to 5 days additional annual leave
- Life assurance 4x annual salary
- Paid volunteering leave
- Excellent continuous professional development
- 1.5% Flexible benefits allowance
- Health and wellness schemes
- Cycle to Work scheme
- Discounts on a range of products, including days out
- Cash back opportunities available from a wide range of retailers
- Employee Assistance Programme
- Free on-site car parking

**Applications will be accepted until 23:59hrs 01 May 2024.