Executive Assistant to the Managing Director

Location
London
Salary
£28,000-£35,000 plus annual performance related bonus
Posted
02 Nov 2018
Closes
30 Nov 2018
Job Title
EA
Industry Sector
Consultancy
Contract Type
Permanent
Hours
Full Time

Executive Assistant to the Managing Director

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

Overview

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

Events

  • 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

Administrative

  • 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.

Other

  • 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

Development

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

follows:

  • £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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