Executive Assistant

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Tony Blair Institute for Global Change

Open positions at Tony Blair Institute for Global Change
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Application deadline 4 days ago: Friday 14 Jun 2024 at 23:59 UTC

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We don’t just talk, we do. Lead the change with us.

At the Tony Blair Institute for Global Change, we work with political leaders around the world to drive change. We help governments turn bold ideas into reality so they can deliver for their people. We do it by advising on strategy, policy and delivery, unlocking the power of technology across all three. And by sharing what we learn on the ground, so everyone can benefit. We do it to build more open, inclusive and prosperous countries for people everywhere.

We are a global team of nearly 800 changemakers, operating in more than 30 countries, across five continents. We are political strategists, policy experts, delivery practitioners, technology specialists and more. We speak more than 45 languages. We are working on over 100 projects, tackling some of the world’s biggest challenges. We’re all here at TBI to make a difference.

In a world of ever more complex challenges, we believe diversity of background and perspective is a strength. We pride ourselves on a culture that values and nurtures difference. We are dedicated to unlocking potential, not only for the countries we work in but also for each of our team members. No matter where you’re from or who you are, if you’re passionate about the transformative power of progressive politics, we invite you to build a better future with us.

Role Summary

TBI is looking for an experienced Executive Assistant to support our Global Managing Director. The GMD is part of TBI’s Senior Executive Team and leads most of the organisation’s global teams. A minority of his office days are in London and he travels regularly. The EA is based in the London to support the GMD’s coordination and integration with headquarters.

You’ll be a key member of the team providing executive support to a consistent high standard, as well as managing an established team of EAs around the world. Reporting into EA to the Director of the Executive Office, you’ll also provide support to the wider administrative team and play a pivotal role in liaising across the organisation.

Key Responsibilities

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  • 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. This role may also require some occasional travel accompaniment
  • 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 – this role manages a number of other EA roles in a structure mirroring the MD’s direct reports. You will be expected to also mentor and provide guidance for other 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 & Know How

The successful candidate for the role must be able to display the following:

  • Previous senior level PA/EA experience, preferably to C-Suite level

  • Previous experience with handling complex travel plans, including multi-leg itineraries and visas

  • Previous line management experience

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

  • Previous experience in policy/political environment preferred but not essential
  • Interest in leveraging digital and AI tools to maximise efficiency and operations (both in the EA role and as part of the wider organisation)
  • 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

Please note, you should have an existing right to work in the UK, and able to be based full-time in our offices in London, to apply for this role.

We encourage early applications as we reserve the right, if required, to close this role earlier.

Closing Date:

2024-07-09

Added 7 days ago - Updated 8 hours ago - Source: institute.global