Executive Assistant to UK Director

2 months ago

London, Greater London, United Kingdom Islamic Relief Full time

Job Summary

We are seeking a highly skilled and experienced Executive Assistant to provide senior-level administrative support to our UK Director. The successful candidate will play a pivotal role in ensuring the smooth operation of the UK Director's office, providing comprehensive support to the UK Senior Management Team, and representing Islamic Relief in a professional manner.

Key Responsibilities

  • Provide confidential executive-level support to the UK Director, including coordinating meetings, travel arrangements, and event sponsorships.
  • Manage the UK Director's calendar, including attendance at and briefings for external events.
  • Prepare reports and presentational materials on a regular basis.
  • Assist in the coordination of meetings, conferences, and events.
  • Provide administrative support to the UK Senior Management Team, including budget monitoring and finance-related tasks.
  • Develop and maintain effective reporting mechanisms.
  • Manage specific ad hoc projects as required.
  • Represent the organisation and the UK Director's office in a positive manner.

Requirements

  • Significant previous experience of providing senior executive support.
  • Previous experience of coordinating meeting agendas, minute taking, and related skills.
  • Previous experience of budget monitoring and finance-related administrative tasks.
  • Ability to organise, prioritise, and work efficiently under pressure and subject to changing priorities.
  • Proven experience managing multiple projects, meeting deadlines, and using judgement and initiative in problem resolution.
  • Good at problem-solving in the dissemination of information, the logistics of travel, and organising meetings and events.
  • Some experience in systems/standards for large organisations and the capability of addressing non-compliance issues swiftly and effectively.
  • Computer literate: highly proficient in the use of word processing software, presentation software, spreadsheet software, database software, email software, and knowledge management system.
  • Confident and able to work on own initiative.
  • Previous experience of analysis and research.
  • Excellent organisational skills and experience of arranging/coordinating meetings, conferences, and events.
  • Strong interpersonal skills with a focus on customer service representing Islamic Relief.
  • Sound confidential approach to work, where discretion is maintained at all times.
  • A highly collaborative approach with a strong sense of teamwork and a willingness to work with colleagues and other departments in support of organisation's objectives.
  • Highly-developed interpersonal and communication skills (both verbal and written).
  • The position holder must have creative thinking, strong research skills, and the ability to interpret data to develop workable solutions.
  • Ability to take accurate and well-presented minutes.
  • Ability to respond quickly, positively, and with flexibility to changing and often pressurised situations.
  • Manage specific ad hoc projects as required.
  • Ability to coordinate the input of others.
  • Represent the organisation and the UK Director's office in a positive manner.
  • Maintain secure and confidential electronic and manual filing system.
  • Demonstrated skills in exercising sound judgement and decisions when dealing with unexpected issues.
  • Good knowledge and sound understanding of the voluntary INGO sector.
  • Ability to work discreetly and confidentially.
  • Excellent work attendance and punctuality record.
  • Strong team worker.

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