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Assistant to The HR Director

4 months ago

Cardiff, United Kingdom International Baccalaureate Full time

**Assistant to the HR Director**

Permanent, full-time, 37.5 hours per week
Salary circa £27,000
IB Global Centre, Cardiff
Hybrid working

**JOB PURPOSE**

This role is responsible for managing the office of the Global HRD Director (GHRD) and providing all necessary administrative support, in total confidentiality and compliance with written and verbal guidance and policies. This role manages the GHRD’s meeting schedules, internal client requests, preparing presentations for the GHRD, management of reports and other tasks as assigned. The Assistant will take minutes at HR related meetings, follow up on actions as documents in meetings, prepare reports, handle information requests and perform functions such as preparing correspondence, arranging conference calls, organizing meetings, making travel arrangements and information management. This is the primary point of contact for the GHRD and serves as a liaison to the Heads of HR, Chief Officers and various internal & external stakeholders. The assistant needs ensure close coordination on all matters relating to Department Townhalls, Office Townhalls, Executive Team Meetings, Board Meetings, etc. As the department support, this role will be responsible for HR Procurement Facilitation and Vendor Management and will be expected to work closes with internally with Procurement Team and externally with Vendors. This position requires flexibility and willingness to work across time zones as the IB has Global centers in Singapore, The Hague (The Netherlands), Cardiff (The UK), Washington DC (US) and Geneva (Foundation office - Switzerland). The GHRD has responsibility for HR Teams in every Global centre hence this position is required to support the GHRD whenever required often across time zones.

**Job Duties**
- Manages the GHRD appointments, schedules, and electronic calendar to ensure the most efficient use of time. Maintains an up-to-date, accurate and detailed diary / calendar.
- Anticipates the GHRD work deadlines. Manages access to the GHRD as appropriate and prioritizes and handles all requests with confidentiality, tact and efficiency.
- Provides support and coordinates meetings and events, including scheduling, invitations, booking rooms and conference facilities, drafting or collating agendas, preparing and distributing documents and taking minutes.
- Works closely and effectively with the GHRD so that GHRD is kept well informed of upcoming commitments and responsibilities, following up appropriately
- Edits and completes confidential correspondence, reports and other complex documents to a high professional standard - prioritizing as appropriate.
- Manages key deliverable schedules and required coordination with Heads of HR and all HR functional
- Co-ordinates annual planning and budget for HRD Department
- Supports quarterly forecast and monthly reconciliation of HR Department Budget and Expenses for all cost centres on a global basis
- Possess and demonstrate a genuine desire to provide excellent customer service to clients.
- Plans and manages all travel arrange of the GHRD including transportation, accommodation, visas, expense report submission, clear and concise itineraries, meeting schedules, agendas and related documents ahead of travel
- Support procurement-related tasks working closely with requestors, Procurement Department and external vendors to ensure a smooth and on-budget process
- Develop and maintain data on all HR contracts for services and vendors, linking to service/supplier management review cycle, budget process, preferred supplier lists and service level agreements.

**_Essential: _**
- Highly Organised
- Ability to work at a senior level, showing initiative, understanding of complex issues and confidentiality
- Capable of managing complex Excel spreadsheets, running reports and maintaining pivot tables
- Advance knowledge of operational procedures and tools (e.g. proficient in Microsoft Office) obtained through extensive work experience
- Experience of minute taking
- Strong Interpersonal skills: such communication skills, active listening and customer-care
- Flexibility and willingness to work in a global team across time zones, possessing international mindset

**_Desirable: _**
- Working experience in an international environment
- A tertiary qualification with extensive relevant working experience at similar level
- Experience in internal and external communications
- Basic Project Management software experience
- Strong administrative experience, ideally as an Assistant or Administrator

**OUR BENEFITS**
- Flexi-time
- Employer pension contribution
- 25 Days annual leave, plus public holidays, with the option to buy up to 5 days additional annual leave
- Continuous professional development
- Flexible benefits allowance
- Health and wellness schemes
- Cycle to Work scheme
- Discounts on a range of products, including technology and days out
- Cash back opportunities available from a wide range of retailers
- Employee Assi