Executive Assistant to the Managing Director

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