Main purpose of the role
The Executive Assistant (EA) will provide comprehensive and proactive executive support to the Legal and External Affairs directors and their respective teams. This role will be responsible for diary management, travel planning, event management and cover for the EA to Chief Administrative Officer where required. The position requires strong administrative skills, proficiency with office applications and in organising digital information, and a high level of efficiency.
The EA will act as the key point of contact for the Legal and External Affairs Directors, making decisions and recommendations where appropriate, to ensure the best use of time for internal and external meetings. The role holder will ensure a constant overview of both what is happening now and what is coming up and will anticipate and plan to make things as smooth as possible for the Directors and the team. The position is privy to confidential information that requires the highest level of confidentiality and judgment.
Role\u2019s Responsibilities
\u2022 Complex diary management for 4 directors, plus support for their respective teams:
\u2022 Implement & maintain efficient systems and processes to track delivery of tasks and optimise allocation of resources.
\u2022 General administrative duties, including expense and invoice processing, and management and support for central administrative tools for the team.
\u2022 As required, support on the planning and coordination of inductions for new joiners to the team.
\u2022 Central point of contact for Legal and External Affairs team in regards to relationships with external and internal partners, grantees, peer community and other key relationships. Develop and maintain excellent internal and external relationships and support the directors to manage these relationships with stakeholders.
\u2022 Inbox management for the Director, Head of External Affairs, assisting in highlighting priorities, flagging risks, and coordinating event invitations representing CIFF or attending on behalf of the CEO.
\u2022 Travel, planning and booking for Legal and External Affairs directors and other members of the team as needed. Manage visa requirements, and work with CIFF travel agents to organise flights, hotels, cars etc.
\u2022 Event planning; including internal team meetings and offsites and planning and co-ordination of high-level meetings, both internal and external. Ensuring that meetings planned are respectful of time differences.
\u2022 Management of the Legal & External Affairs Team meeting agendas and follow up actions.
\u2022 Work as a team with other EAs and local office management to support smooth running of the office infrastructure, including assisting with high workloads and when there are absences:
\u2022 Support the Governance Officer on meetings such as PIC, RemCo and Board. Providing cover on document preparation, planning, and coordination of these on a need basis.
\u2022 Provide Leave cover for the EA to the Chief Administrative Officer, coordinating internal meetings and document preparation, planning, and coordination of FinCom and GP on a need basis.
\u2022 Undertake projects that support the Foundation\u2019s agenda and take lead on any specific projects within the EA team.
\u2022 Scope for the position to grow as the individual becomes more familiar with internal process\u2019.
Requirements
Skills & Experience
\u2022 Strong administrative experience, working for a team or individual in a busy and complex environment; good experience as a scheduler.
\u2022 Highest ethical standards, confidentiality and personal integrity.
\u2022 Outstanding communications skills, both oral and written.
\u2022 Professional, sound independent judgment, strong organisational and project management skills and the ability to be flexible as priorities and needs change.
\u2022 Excellent attention to detail.
\u2022 Strong interpersonal skills: engages with others to get the best out of them; works well as part of a team.
\u2022 Ability to work unsupervised, a motivated self-starter, with strong problem solving and multi-tasking skills.
\u2022 Strong Organisational skills; able to be flexible as priorities and needs change, and works well under pressure.
\u2022 English is CIFF\u2019s business language \u2013 we expect all of our people to display outstanding verbal and written communication skills across all aspects of their role
\u2022 Capacity to work in a range of cultural and socio-economic contexts, adapting style and approach appropriately and in a culturally sensitive manner to maximise effectiveness.
\u2022 IT proficiency \u2013 must possess strong Microsoft skills, particularly in Outlook, PowerPoint, Excel and Word, and have the ability to learn new packages, when required.
\u2022 Numerate, with a good understanding of basic budget processes
Key Working Relationships
\u2022 Work with the Executive Assistants in Operations & Programme Support and People, Culture & OD to ensure the smooth running of both teams.
\u2022 Established points of contact across all CIFF teams s (e.g. finance, HR, legal, CEO)
\u2022 The Executive Team, their EAs and local office management within CIFF
Benefits
The starting salary for this role is GBP \u00a332,338 per annum.
Alongside a competitive salary, we offer a generous benefits package here at CIFF that includes, but is not limited to the following:
Annual leave - 25 days per annum. Training allowance Wellbeing allowance Life insurance Medical insurancePlease submit your application on or before 5th February 2025. CIFF reserves the right to close the job advert early if we receive a high number of suitable applications.
Our approach to Diversity, Equity and Inclusion
CIFF is a place where everyone can grow, develop and fulfil their potential, and we welcome applications from all candidates who meet the requirements of our roles, regardless of their sex, gender identity, sexual orientation, race, national origin, cultural or ethnic background, disability, marital status, religious identity, or age.
And we are committed to making reasonable accommodations for any prospective or existing CIFF employees with disabilities. If an accommodation is needed to participate in our recruitment process, or to perform essential job functions once in role, please make your recruiter aware so we can ensure you are given the support you need.