Executive Operations Assistant

3 weeks ago

Central London, United Kingdom IELTS UK Services Full time

Position: Executive Assistant
Location: Central London/ North London/ Cambridge
Salary: Up to £40,000 per annum
Working Hours: Full time, 37.5 hours per week
Contract: Permanent
Start Date: Immediate

Are you ready to take on the role of Executive Assistant at IELTS UK Services?

In this pivotal position, you will collaborate closely with senior leadership, including the General Manager and Business Support Manager, to enhance and professionalize the organization's enabling services. This dynamic role involves overseeing a variety of administrative functions, allowing key personnel to concentrate on primary objectives. You will play a crucial role in ensuring that established procedures are adhered to, facilitating governance within this multifaceted partnership.

Your responsibilities will include managing the seamless operation of the IELTS office environment by implementing and maintaining effective processes and procedures. This will ensure that the team operates at peak efficiency while administering and facilitating the effective functioning of essential governance forums and the senior team.

This senior position requires flexibility, including the willingness to work outside of standard hours to accommodate varying time zones. You may also be tasked with additional responsibilities as directed by your line manager or other senior members of the organization.

About Us...

The International English Language Testing System (IELTS) is the leading high-stakes English language proficiency assessment for education, employment, and migration, with nearly four million tests conducted annually.

IELTS is a collaborative effort between the British Council, IDP: IELTS Australia, and Cambridge Assessment English. As globally oriented organizations, we are dedicated to academic excellence and cultural understanding, making us ideal providers of international English testing.

Key Responsibilities of the Executive Assistant...

  • Collaborate with the General Manager, Chair of the IELTS Board, and other senior committees to establish the quarterly Board agenda and ensure timely distribution of all Board documents.
  • Organize and coordinate bi-monthly meetings for the IELTS Executive Committee, along with regular sub-committee and ad hoc governance group meetings, including the preparation and distribution of supporting materials.
  • Attend governance meetings to record minutes and provide operational support as needed.
  • Maintain logs of decisions, actions, and risks for each meeting, ensuring timely follow-up on action items.
  • Coordinate company events and conferences, offering support to senior management through tasks such as arranging transportation and accommodations, note-taking, and agenda management.
  • Serve as a central point of contact for inquiries and information dissemination within IELTS UK and external parties.
  • Prepare correspondence, presentations, spreadsheets, and reports.
  • Manage documentation and databases, ensuring efficient filing systems are maintained.
  • Facilitate meetings across various organizations within the IELTS partnership.
  • Provide high-quality operational and administrative support to the IELTS UK General Manager and the broader team.
  • Offer additional assistance to the IELTS UK Business Manager as required.

The Ideal Candidate Will Possess...

  • Demonstrated experience in a senior administrative or executive assistant role.
  • Experience working within a Board or Committee environment.
  • Background in supporting senior management or executives is preferred.
  • Proficiency in organizing meetings in complex settings, including agenda preparation and minute-taking.
  • Experience engaging with a variety of senior stakeholders.
  • Familiarity with intricate processes and systems.
  • Strong discretion and attention to confidentiality when handling sensitive information.
  • Exceptional interpersonal skills, capable of interacting professionally with diverse stakeholders.
  • Adaptability and readiness to undertake varied tasks as necessary.
  • Ability to leverage IT systems to enhance office efficiency.
  • Proficiency in Microsoft Office applications (Word, PowerPoint, Excel, SharePoint, etc.).
  • A minimum educational qualification of A Levels or equivalent.
  • A business degree or equivalent is desirable.
  • Some project management experience is advantageous.
  • Familiarity with the IELTS ecosystem (products, customers, partnerships) is a plus.

To apply, please ensure you include a cover letter with your application. Suitable candidates will be contacted directly regarding interviews.

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