Executive Assistant

Job Reference: tbigc/TP/5126/70
Number of Positions: 1
Contract Type: Permanent/Full Time
Contract Details: Ongoing
Salary: Competitive
Working Hours: 9 to 5
Closing Date: 13/12/2019
Job Category: Operations
Business Area / Division: Resources - Operations
Business Unit: United Kingdom
Location: London

Focus of the Role

The Executive Assistant will be responsible for the day to day diary management of The General Counsel and COO, as well as two Directors, supporting our work with leaders and governments across the globe.  The role also involves overseeing and providing ad hoc support to the wider Institute Resources team.  The candidate must be confident managing multiple demands on their time and able to prioritise.

Job Introduction

  • 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 including ad hoc tasks as well as cover during periods of absence
  • Onboarding - supporting the wider business to assist with the onboarding of new hires

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, logistics, 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

Person Specification

  • Previous administrative support/EA experience
  • Excellent communication, time management and organisational skills
  • Excellent IT skills including Microsoft Word, Excel, PowerPoint and Outlook
  • High Levels of discretion, interpersonal skills, good judgement and tact
  • An ability to operate in a fast moving and pressured environment in a calm and professional manner
  • An ability to remain flexible taking into consideration varying priorities and the needs of the team and wider Institute 
  • Understanding of working with and interacting with senior dignitaries and high profile figures preferred, but not essential
  • Support for aims of the organisation

About The Institute

At the Tony Blair Institute for Global Change we are dedicated to making globalisation work for the many, not the few. We do this by helping countries, their people and their governments, address some of the most difficult challenges in the world today – beginning with those where we think we can break new ground, offering leaders new thinking and new approaches. Our staff – over 200 of them, based all over the world – are working on some of the most intractable problems around issues of co-existence, governance, the peace process in the Middle East and renewing the centre.