Executive Organising Assistant

7 days ago

Park Street, United Kingdom CIVIC SQUARE Birmingham Full time

**About us**

We are innovative, inclusive, collaborative, and our goal is to CIVIC SQUARE is demonstrating neighbourhood-scale civic infrastructure for social and ecological transition, together with many people and partners in Ladywood, Birmingham UK. Principally, we are working to share practically and openly how the climate transition and retrofit of our homes and streets can be designed, owned and governed by the people who live there now in systemic, tangible and participatory ways. This is through organising around three interconnected neighbourhood system demonstrators: Neighbourhood Doughnut (a 21st century compass for ecologically safe and socially just neighbourhoods), Neighbourhood Transitions (street-based systemic demonstration of carbon, energy and ecological built environment transitions) and Neighbourhood Public Square (co-building and democratising access to the spaces, tools and resources for a distributed and regenerative transition, held in the common for the neighbourhood)..

Our work environment includes:

- Work-from-home days
- Flexible working hours
- Company perks

This is a new administrative and operational role as part of the CIVIC SQUARE core functions to support key legal stewards in their roles, the strategic mission and organisation to thrive. It seeks to consolidate what we have learnt well from other roles in the first three years of CIVIC SQUARE, and what is required now in this critical next phase of our collective work. In this role you will be focused in two main areas of CIVIC SQUARE’s Executive Organising function through playing an Executive Assistant role to Imandeep Kaur, and providing administrative and operational support to CIVIC SQUARE’s Human(e) Flourishing area of work, focusing on support team and partners to thrive (our platform equivalent of HR). However, it is crucial that you are comfortable with an emerging role within the key domains of administration and operations as this can often change in an organisation building ambitiously and working together towards things that as yet are largely uncharted.

You will work as part of an agile core function that supports the operational, administrative and executive functions, and supports the wider CIVIC SQUARE team, partners and people to thrive and flourish within the work. The role will be blend of in person and working from home.

**Tasks could include (but are not limited to)**:

- Executive assistance and co-ordination to Director Imandeep Kaur, leading on diary management, key meeting follow up, invoicing consultancy and speaker fees, travel and accommodation booking, note taking, research tasks, and supporting with key partnerships and funder relationships - this will be what you work on first
- Holding, further developing and stewarding core functions of the organisation, for example, data protection, health and safety, and safeguarding policies. Being as passionate as us about work such as Block Party in Focus (2021)and Beyond The Rules, you will be further developing and improving increasingly regenerative policies and processes in alignment with CIVIC SQUARE’s wider principles, values and mission
- Supporting and co-stewarding human(e) flourishing (HF) protocols and platforms. Recognising the wider systemic and societal conditions, encouraging the team to engage in the tools and benefits provided as part of our HF platform, and providing advice and guidance to the team signposting to key tools, policies and platforms
- Collaboratively developing and maintaining administration processes that relate to people, such as personnel records, annual leave, team reviews, tech platforms and occasional onboarding and offboarding support to the wider Executive Organising function

**You Might Thrive In This Role If You...**
- Are very organised and wield excellent verbal and written communication skills with high levels of attention to detail. Good copy editing, proofreading, and research skills will bring this role to life
- Find it quite natural to balance a caring, kind, generous approach to work, relationship and partnerships whilst maintaining confidentiality, professional boundaries and care, as you will handle and have access to a lot of personal and organisational information
- Enjoy working closely with one or two other people, in an active, fast-paced working culture
- Want to grow in your career by taking on leadership responsibilities over the next few years, new relationships and work very closely with a senior leadership team to develop a bold, ambitious vision
- Feel confident and at ease in a range of different internal and external spaces, from large scale meetings with global partners, to relaxed weekly check ins with our team
- Have excellent attention to detail and are a great, personable communicator in any medium, you enjoy the balance between generosity, care and deep kindness in working with people, whilst understanding the need for rigorous and professional conduct
- Embrace unc

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