Key Responsibilities
Diary Management – co-ordinate internal and external appointments, conference/video calls, across time zones whilst proactively ensuring diaries reflect shifting priorities
Meetings and Events – arrange internal and external meetings and events, including scheduling, greeting guests, coordinating logistics, catering, preparing agendas, circulating papers, tracking action points and taking minutes
Travel support – organising visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials
Email management (if required) – monitoring mails, drafting responses, highlighting urgent items for action, filing inbox
Correspondence management- file and action incoming correspondence and prepare letters/emails on behalf of management
Research support – collecting data, carrying out research (for instance reviewing online source material) and writing basic briefing material
Expense Management – completing monthly claims, reviewing expenses and invoices for approval on behalf of management
Team supervision – train, mentor and provide guidance for junior team members as required
General Support:
Filing – creating, maintaining and retrieving paper/electronic materials for review (for example – ahead of meetings or in support of projects)
Maintaining contact database – scanning/typing business cards, filing cards and keeping contacts up to date
Gifts and Entertainment – record gifts/entertainment received on the company register
General admin support – assistance to the wider team as required, plus support to the Executive Assistants incl ad hoc tasks as well as cover during periods of absence
Person Specification
The successful candidate for the role should be able to display the majority of the following:
Previous senior level PA/EA experience
Excellent communication, time management and organisational skills
Excellent IT skills including Microsoft Word, Excel, PowerPoint and Outlook
Experience of working with and interacting with high profile figures
Understanding of national and international protocols for senior dignitaries and high profile individuals
High levels of discretion, interpersonal skills, good judgement and tact
An ability to operate in a fast moving and pressured environment
Operational level political understanding and knowledge of current affairs
Proactive team player with positive attitude
Support for the aims of the organisation
Work collaboratively with colleagues and perform other duties as reasonably required to achieve the goals of your team and the Institute.
Apply via :
careershub.institute.global
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