Job Description
Executive Assistant to UK Director (Maternity Cover)Location: London Contract Type: Maternity Cover Upto 52 weeks Hours: Full Time Salary: £30, + £ London Weighting per annum Closing Date: Sunday 29 October Islamic Relief Worldwide is an independent humanitarian and development organisation, serving humanity for over 39 years. With an active presence in over 40 countries across the globe, we strive to make the world a better and fairer place for those affected by poverty, conflicts and natural disasters. In the UK, IRW has a partner whose main role is to raise funds, raise awareness, carry out advocacy and support domestic programmes: this partner is called Islamic Relief UK (IRUK). Islamic Relief UK (IRUK) is recruiting for the position of ‘Executive Assistant to UK Director’ on a full-time, Maternity Cover (up to 52 weeks) contract basis to be based from its Waterloo Office, London. The organisation is currently working to a hybrid working model. The Executive Assistant position plays a pivotal role in the UK Director’s Office; the main purpose is to ensure the smooth running of the office on a day-to-day basis, provide comprehensive administrative, logistical and technical support to the UK Director and the UK Senior Management Team (UK SMT). The role involves providing confidential executive level support to the UK Director; assisting in the smooth running of the division including travel, accommodation arrangements and delivery of contracts for event sponsorship; and managing the calendar of the UK Director, including attendance at and briefings for external events. Providing effective reporting mechanisms; preparing reports and presentational materials on a regular basis; and completion of special projects and tasks agreed in consultation with the UK Senior Management Team. The Executive Assistant is also an important interface for internal communications, staff and volunteers and external stakeholders. The successful candidate must have or be: Significant previous experience of providing senior executive support Previous experience of coordinating meeting agendas, minute taking and related skills Previous experience of budget monitoring and finance-related administrative tasks Ability to organise; prioritize and work efficiently under pressure and subject to changing priorities; proven experience managing multiple projects, meeting deadlines, and using judgement and initiative in problem resolution Good at problem-solving in the dissemination of information, the logistics of travel and organising meetings and events, and managing multiple diaries Some experience in systems/standards for large organisations and the capability of addressing non-compliance issues swiftly and effectively Computer literate: highly proficient in the use of word processing software (MS Word), presentation software (MS PowerPoint), spreadsheet software (MS Excel), database software (MS Access), email software and knowledge management system Confident and able to work on own initiative Previous experience of analysis and research Excellent organisational skills and experience of arranging/coordinating meetings, conferences and events and ability to help prepare presentations Strong interpersonal skills with a focus on customer service representing Islamic Relief Sound confidential approach to work, where discretion is maintained at all times A highly collaborative approach with a strong sense of teamwork and a willingness to work with colleagues and other departments in support of organisations objectives Highly-developed interpersonal and communication skills (both verbal and written) The position holder must have creative thinking, strong research skills and the ability to interpret data to develop workable solutions Ability to take accurate and well-presented minutes Ability to respond quickly, positively and with flexibility to changing and often pressurised situations Manage specific ad hoc projects as required Ability to coordinate the input of others Represents the organisation and the UK Director’s office in a positive manner Maintain secure and confidential electronic and manual filing system Demonstrated skills in exercising sound judgement and decisions when dealing with unexpected issues Good knowledge and sound understanding of the voluntary INGO sector Ability to work discreetly and confidentially Excellent work attendance and punctuality record Strong team worker