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Programme Assistant and Executive Assistant to Trustees

2 months ago

London, Greater London, United Kingdom Oak Foundation Full time
Job Description

Location: London, England

Reporting to: Director, Issues Affecting Women Programme

Type of contract: Permanent

Compensation: GBP 44,000 plus benefits, with some flexibility based on experience, qualifications, and internal equity

About Oak Foundation:

Oak Foundation is a global philanthropic organization committed to addressing issues of global, social, and environmental concern. Our mission is to support others in making the world a safer, fairer, and more sustainable place to live.

Background:

We are seeking a Programme Assistant and Executive Assistant to support the Issues Affecting Women Programme team. The successful candidate will have a strong administrative background and excellent organizational skills, with the ability to work independently and as part of a team.

Key Responsibilities:

  • Grant-making: Manage the grant-making process, including developing a deep understanding of the grant portfolio and supporting the execution of the overall strategy.
  • Communications: Prepare and pull together material for presentations, briefings, and background material as required, working with the Communications Department and the team.
  • Scheduling: Manage the Director's and team's schedule and movements, including coordinating all activities, arranging meetings, and coordinating travel.
  • Team calendar: Maintain the overall team calendar for planning purposes.
  • Administration: Provide administrative support to the team, including organizing and maintaining files, submitting expenses, and logging documents with response deadlines.
  • Meetings: Attend various meetings with internal and external parties, taking notes and following up on action points as required.
  • Routine correspondence: Draft routine correspondence, including various programme reports and other briefings.
  • Contracts and payments: Provide support in drafting contracts and payments, and liaise with third-party providers on various issues.
  • Events planning: Coordinate team training activities and meetings, including organizing invitations to participants and room setup.
  • Recruitment: Follow up with candidates at all stages of the recruitment process, in liaison with the HR team.

Requirements:

  • University degree or equivalent experience
  • Approx. 5 years in a comparable role
  • Excellent organizational skills, high level of discretion, and attention to detail
  • Advanced fluency/first-language level knowledge of English, additional languages a plus
  • Polyvalent, enjoy working on multiple projects, and able to juggle competing priorities
  • Can-do attitude, positive, and resourceful
  • Be results-oriented, and prompt to anticipate needs, proactive
  • Ability to work independently and under pressure
  • Commitment to the continuous improvement of personal and organization-wide results
  • Team player and enjoy working with multi-cultural teams across the globe
  • Good with numbers and budgets
  • Ability to manage and adapt to rapidly evolving communication and document management technologies
  • Experience with database programmes, and proficient in Microsoft Office Suite
  • Dynamic personality with a sense of humour
  • Committed to Oak's organizational values

How to Apply:

Interested candidates should send their CV and motivation letter to before end of business on 22 September 2024. No late applications will be accepted.

Please state "IAWP Programme Assistant & Executive Assistant to Trustees" in the subject line of your email. Please note that we will only be contacting shortlisted candidates.

Applicants must have the right to legally live and work in the UK.

By submitting your application, you confirm that you have read and understood Oak's job applicant's data privacy notice.

Oak Foundation is committed to safeguarding and promoting the welfare of children, as detailed in our child safeguarding policy. We expect all staff to share this commitment.