Senior Administrative Coordinator

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 challenge of being our new Executive Assistant at IELTS UK Services?

In this pivotal role, you will collaborate closely with senior management, including the General Manager and Business Support Manager, to enhance and professionalize the organization’s enabling services. As an integral part of our team, you will oversee the administration of a wide array of business support services, allowing key personnel to concentrate on core operations. Your contributions will be vital in ensuring that governance procedures are adhered to within this multifaceted partnership.

Your responsibilities will include managing the efficient daily operations of the IELTS office, implementing and maintaining processes that promote team efficiency, and facilitating the effective functioning of essential governance forums and procedures.

This senior position requires flexibility, including the willingness to work outside standard hours to accommodate various time zones. You will also be expected to undertake additional tasks as assigned by your line manager or other senior members of the IELTS UK team.

About Us...

The International English Language Testing System (IELTS) is the leading high-stakes English language proficiency test for education, employment, and migration, with nearly four million tests administered in the last year.

IELTS is co-owned by 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, IELTS Executive Committee, and US Board to establish the quarterly Board agenda and ensure timely distribution of all Board documents.
  • Organize and coordinate bi-monthly IELTS Executive Committee meetings, regular sub-committee gatherings, and other ad hoc governance group meetings, including the preparation and distribution of supporting materials.
  • Attend governance meetings to take minutes and provide operational assistance on-site.
  • Maintain a log of decisions, actions, and risks for each meeting, ensuring timely follow-up on assigned tasks.
  • Coordinate company events and conferences, providing support to senior management with logistics such as transportation and accommodation arrangements, as well as agenda management.
  • Serve as a central point of contact for inquiries, requests, and information sharing within IELTS UK and with external parties.
  • Prepare correspondence, presentations, spreadsheets, and reports.
  • Manage documentation and databases, ensuring efficient filing systems are in place.
  • Facilitate meetings across the various organizations within the IELTS partnership.
  • Deliver high-quality operational and administrative support to the IELTS UK General Manager and the broader IELTS UK team.
  • Provide additional assistance to the IELTS UK Business Manager as necessary.

The Ideal Candidate Will Possess...

  • Demonstrated experience as a senior administrator, executive assistant, or in a similar capacity.
  • Experience working within a Board or Committee setting.
  • Proven track record in supporting senior management or executives.
  • Expertise in organizing meetings in complex environments, including agenda preparation and minute-taking.
  • Experience interacting with a variety of senior stakeholders.
  • Familiarity with intricate processes and systems.
  • Strong discretion and a meticulous approach to confidentiality and sensitive information.
  • Exceptional interpersonal skills, capable of engaging professionally with diverse stakeholders.
  • Adaptability and readiness to undertake a variety of tasks as required.
  • Proficiency in utilizing IT systems to enhance office efficiency.
  • Strong command of 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 a plus.
  • Familiarity with the IELTS ecosystem (products, customers, partnerships) is advantageous.

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

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