Executive Assistant

The job has expired.

Job Reference:
tbigc/TP/9595/299
Number of Positions:
1
Contract Type:
Fixed Term/Full Time
Salary:
Salary Competitive
Working Hours:
35 hours per week
Closing Date:
17/06/2021
Job Category:
Executive Office
Business Area / Division:
N/A
Business Unit:
United Kingdom
Location:
London

Job Introduction

We are looking for an experienced Executive Assistant who will work closely with a small team of Executive Assistants who support the Executive Directors of the Institute. 

The core responsibilities of the role will include day to day diary management as well as overseeing and providing ad hoc support to the wider team.  The candidate should be confident managing multiple demands on their time and able to prioritise.

This is a fixed term role for 12 months.

Key Responsibilities

  • Diary Management – co-ordinate internal and external appointments, conference/video calls, across time zones whilst proactively ensuring diaries reflect shifting priorities
  • Meetings and Events – arrange internal and external meetings and events, including scheduling, greeting guests, coordinating logistics, catering, preparing agendas, circulating papers, tracking action points and taking minutes
  • Travel support - organising visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials
  • Email management (if required) - monitoring mails, drafting responses, highlighting urgent items for action, filing inbox
  • Correspondence management- file and action incoming correspondence and prepare letters/emails on behalf of management
  • Research support - collecting data, carrying out research (for instance reviewing online source material) and writing basic briefing material
  • Expense Management – completing monthly claims, reviewing expenses and invoices for approval on behalf of management
  • Team supervision - train, mentor and provide guidance for junior team members as required

General Support:

  • Filing - creating, maintaining and retrieving paper/electronic materials for review (for example - ahead of meetings or in support of projects)
  • Maintaining contact database - scanning/typing business cards, filing cards and keeping contacts up to date
  • Gifts and Entertainment - record gifts/entertainment received on the company register
  • General admin support - assistance to the wider team as required, plus support to the Executive Assistants incl ad hoc tasks as well as cover during periods of absence

 

Person Specification

The successful candidate for the role should be able to display the majority of the following:

  • Previous senior level PA/EA experience
  • Excellent communication, time management and organisational skills
  • Excellent IT skills including Microsoft Word, Excel, PowerPoint and Outlook
  • Experience of working with and interacting with high profile figures
  • Understanding of national and international protocols for senior dignitaries and high profile individuals
  • High levels of discretion, interpersonal skills, good judgement and tact
  • An ability to operate in a fast moving and pressured environment
  • Operational level political understanding and knowledge of current affairs
  • Proactive team player with positive attitude
  • Support for the aims of the organisation
  • Work collaboratively with colleagues and perform other duties as reasonably required to achieve the goals of your team and the Institute.

About The Institute

The Tony Blair Institute (TBI) is a mission-driven not for profit organisation. We exist to equip political leaders and governments to build open, inclusive and prosperous societies. We work hard, every day, to make a difference. When governments work well they are able to create economic and social change in a way that promotes fairness, social justice and opportunity. We work relentlessly to support leader and governments with the challenges they face. Giving them practical solutions and actionable insights, that once implemented, can be transformative for their people  

We do this within two connected divisions: 

 Government Advisory 

Our Advisory Practice works directly with political leaders and governments around the world to implement reforms that improve the lives of their citizens. It has both non-profit partners and a client base and its outputs cover a range of disciplines and projects across countries in Africa, the Middle East, Eastern Europe and South Asia. We are currently in a rapid expansion phase from c. 18 countries at present, to 30 by December 2022.

 Policy Futures 

Our Policy Futures work encompasses three broad areas: 

  • Renewing the Centre: developing a bold and innovative domestic policy programme to help renew the centre ground of British politics; 
  • Tech and Public Policy: exploring the policy challenges and opportunities presented by the technological revolution; and 
  • Extremism Policy Unit: creating solutions designed to tackle the threat of extremist ideologies in the UK and around the world. 

As an organisation, the core beliefs we all embrace are: 

  • Open and Progressive: you’ll believe in the value of teamwork 
  • Bold and Pragmatic: you’ll approach everything you do with integrity and authenticity 
  • Optimistic Changemaker: you’ll be focused on results 

TBI believes embracing diversity and inclusion make us a better place to work.  It’s our goal to reflect everyone in society and we actively welcome applications from individuals and groups who are under-represented in the workplace. We celebrate difference be it ethnicity, religion, age, gender or gender identity, sexual orientation or disability. We will only ever assess you on your abilities and fit for a role. We’re happy to discuss any adjustments you need to ensure a level playing field during recruitment and, if you\'re successful, discuss any adjustments you might need to thrive in your role.