Executive Assistant to the Managing Director

£28,000-£35,000 plus annual performance related bonus
02 Nov 2018
30 Nov 2018
Job Title
Industry Sector
Contract Type
Full Time

Executive Assistant to the Managing Director

Hours: 35 hours per week, 9.30am -5.30pm


An exciting opportunity has arisen for an experienced and highly organised Executive Assistant to join our small friendly team and provide wide-ranging support to the Managing Director.

This is a fantastic role that will give the successful candidate exposure to a wide range of the Caribbean Council’s exciting programme of activities including:

  • events with Caribbean Prime Ministers and Ministers
  • exposure to leading private sector figures in the UK and the region
  • contact with senior officials in the UK Government and diplomatic service
  • consultancy and research projects related to the Caribbean and Central America
  • marketing and business development

The role

The Executive Assistant will provide full support to the Managing Director on a wide range of issues including:

Diary and travel management

  • Management of MD diary and coordination of schedule and programmes of meetings
  • Booking and researching travel arrangements
  • Occasional meeting programme support for visiting VIPs or for client projects

Email and correspondence

  • Support with drafting letters, emails and materials for MD
  • Inbox support with filing and rapid intervention on priority emails


  • Support with organisation and coordination of member events, Board meetings and
  • internal staff meetings
  • Coordination with Embassies, High Commissions, the Foreign and Commonwealth
  • Office and visiting VIP speakers
  • Drafting of marketing material, invitations, agendas and background materials for
  • such events
  • Minutes and notes taken of meetings where required

Project management

  • Maintaining relationship with existing members and subscribers with responsibility for monitoring and executing the annual renewals process and raising invoices
  • Of specific bespoke projects (eg. organisation of programmes of client meetings; support with visits)
  • Of external partners contracted to deliver any Conferences or our Annual House of Lords reception

Market research and business development support

  • Market research on potential target clients, funding sources, or target sectors
  • Research and support in identifying potential sponsors for events
  • Identification of correct contacts at new prospects and support with initial approaches
  • Support with client projects requiring desk-research
  • Support with creating and /or formatting attractive and professional presentations on
  • powerpoint
  • Support with development of other marketing materials for website or sales slidedecks


  • Process MD’s monthly credit card and cash expenses
  • Maintain the Caribbean Council databases and ensuring contact information is kept up to date
  • Raising invoices for new memberships, subscriptions and as requested by MD
  • Liaise with brokers for annual renewals of insurance policies etc and deal with suppliers to office when necessary (phone/energy/other).
  • Occasional other admin support such as chasing overdue payments not collected by accounts team; liaison with Companies House.


  • To act as first point of contact for those contacting or visiting the Caribbean Council
  • Answering phone and directing phone calls to relevant person or taking messages
  • Arranging and maintaining supplies for office (stationary/office equipment/ refreshments)
  • Handling small volume of post
  • Liaising with the office facilities management team
  • Other duties as required from time to time

The candidate

The candidate will have extensive experience working as an Executive Assistant in a fast paced organisation and will be:

  • proactive and tenacious
  • super organised
  • personable
  • confident using the phone proactively
  • comfortable dealing with senior people e.g. VIPs, members of the diplomatic corps
  • good at building strong relationships with stakeholders
  • used to juggling busy workload and prioritising
  • determined
  • versatile
  • have a can-do, get-stuck-in attitude
  • have a good team spirit

The role will be particularly suited to those:

  • with an interest in international development and foreign affairs
  • interested in expanding their skills in marketing, market research and/or business


Spanish language skills would be advantageous but are not core to the role.

Salary and benefits

The Council will offer to the successful candidate a package of salary and benefits as


  • £28,000-£35,000 p.a. dependent on experience, plus annual performance related bonus.
  • Other working arrangements possible if we find the right person
  • Contributory pension scheme
  • Holiday allowance – 25 days a year
  • Private health insurance
  • Global travel insurance

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