Are you looking for your next challenge?  We are looking for an enthusiastic and experienced Executive Administration Assistant to support the work of our brilliant team.  This role is pivotal in supporting different teams to ensure our office operates as efficiently as possible.  You will be incredibly well organised, an expert communicator, a great team player with lots of administration experience. Currently we are working from home with some office days.

Salary: £25K

Job Title

Executive Administration Assistant

Reporting to

Executive Assistant to CEO

Line Management responsibility

No

Location

The British Asian Trust Offices, London

 

Key accountabilities  

Office

  • To be responsible for all administrative tasks and general upkeep of the office, including:
  • Collecting and distributing the post
  • Answering the phone and putting calls through
  • Filing, archiving, etc.
  • To make sure the office is maintained in a tidy manner
  • To be responsible for the purchasing of office supplies, including:
  • Ordering and maintaining adequate stocks of stationery
  • Maintaining adequate supplies in the kitchen and staff areas
  • Researching and purchasing office equipment and services
  • To organise team meetings and take minutes
  • To liaise with IT to ensure the office is fully connected
  • To make all arrangements for meetings including arrangements for refreshments and relevant room bookings
  • Take notes/actions for any meetings that are required
  • Ensure staff phone list is kept updated and circulated regularly to staff
  • Manage the work mobile contracts and ensure relevant staff have work mobile phones
  • Manage Sharepoint and ensure it is kept tidy regularly

Directors

  • To provide diary management support for the Executive Director, the Director of Social Finance and the Director of Fundraising
  • To assist in arranging meetings for the Directors (location, attendees, equipment, food, layout etc.) and to take minutes as required

 EA to CEO

  • Support EA to organise governance meetings dealing with external Trustees/PAs
  • Salesforce – support CEO and EA in ensuring donor information is updated as and when required
  • Support EA with booking national and international travel for the Chief Executive (flights/visas/airport parking/accommodation etc.)
  • Support EA with monthly expenses admin for CEO
  • Support EA with any other ad hoc requests

Human Resources

  • To maintain personnel files and administer basic HR processes and systems (IRIS) as required including annual leave, sickness absence and standard letters of employment
  • To monitor the recruitment inbox periodically, post job advertisements on job boards (Greenhouse, Charity job, BOND etc ) as required and support recruiting managers with the logistics of the process
  • Arrange for all new starters to have adequate IT and equipment on their first day and ensure they have an office pass card and a basic office induction.
  • Support line managers with offboarding process as required including arranging exit interviews , return of BAT equipment and office pass card
  • Support Head of Programmes to maintain DBS compliance for all identified roles
  • Updating the organisational chart with the arrival/departure of new colleagues

Other

  • Work on any additional projects that come up in collaboration with specific members of the team, in agreement with line manager to support organisational priorities.
  • Assist in the coordination of team events, where necessary
  • Actively contribute to and support wider BAT activities and initiatives, particularly with regards to office management
  • Consistently demonstrate the values and principles of British Asian Trust in all its activities

 

Key relationships

Internal:
SMT
Programmes and Fundraising Team
Finance & Resources

External: 
Trustees/PAs
Programme Partners including; NGO’s, private sector
companies and academic institutions
BAT funding partners, including Trust and Foundations, Government, and private sector 
BAT Service Providers, such as IT and database support

 

Job-related knowledge, skills and experience

This is a diverse role and we are open to dynamic people, with a range of experience or skills to undertake the role.

 

Experience

  • Demonstrable experience of working in an office environment - E
  • Experience of diary management, ideally with experience of booking international travel and meetings - E
  • Experience of office management - E
  • Experience of working with large volumes of data and paying close attention to detail - E
  • Experience of managing multiple inboxes - E
  • Experience of using Salesforce or other CRM - D

 

Skills, knowledge and attributes

  • Highly developed time management and organisational skills - E
  • Ability to prioritise work and work well under pressure - E
  • Works methodically with high attention to detail - E
  • Excellent written and verbal communication skills - E
  • Strong numeracy skills - E
  • Highly developed administrative skills - E
  • Good working knowledge of database, spreadsheet and word-processing software - E
  • Ability to demonstrate a flexibility of approach and work effectively as part of a team - E
  • Ability to maintain confidentiality always and exercise discretion. - E
  • Team player with the ability to ‘manage up’ when required - E
  • Able to work in a fast-paced environment - E
  • Resilient to change and able to handle some ambiguity - E
  • Demonstrable commitment to the development sector and/or experience of the South Asian Continent - D

E = essential criteria for the role
D = desirable criteria for the role

 

Closing date: 5pm  Monday, 27 September 2021.
Interview dates: First round interviews will be held on w/c 4 October 2021.

Please note we expect a high level of interest in this role and reserve the right to close this listing earlier than stated.

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