1 Executive assistant to the secretary general jobs

The Business Support Officer provides high-quality executive and organisational support as part of the Foundation’s central Administration function. The role acts as Executive Assistant to the Deputy Secretary General, deputises for the Executive Assistant to the Secretary General when required, and supports effective administration across the Foundation.

The role also has a particular responsibility for improving administrative processes, using automation, AI and digital tools to reduce repetitive work and make processes simpler and more effective.

We are looking for an excellent administrator who has already demonstrated practical ability to build or configure automation or AI-enabled solutions and wants to develop this capability further.

Key Responsibilities 

Executive and organisational support

• Provide proactive executive support to the Deputy Secretary General and deputise for the Executive Assistant to the Secretary General when required.
• Coordinate diaries, meetings and events, including papers, decisions, actions and follow-up.
• Provide high-quality administrative support to allocated teams and wider organisational priorities.
• Prepare and quality-check papers, presentations, correspondence and other materials.
• Act as a professional first point of contact for internal and external enquiries, including senior stakeholders and VIPs.
• Maintain accurate and secure records and use organisational systems in accordance with relevant policies and requirements.
• Work collaboratively across the Administration team, providing cover and supporting a resilient central service.

Process improvement, automation and AI

• Identify repetitive or inefficient administrative processes and develop practical improvements, prioritising opportunities according to their likely benefit, complexity and risk.
• Build and configure automated workflows and AI-enabled tools that reduce manual work and improve consistency.
• Use tools such as Microsoft Power Automate, Copilot Studio or equivalent platforms to develop practical solutions.
• Test and document new workflows, identifying errors or unintended consequences before wider adoption.
• Ensure process improvements are appropriately managed through communication and engagement.
• Help colleagues adopt improved processes and digital tools, providing practical support where required.
• Identify opportunities to use emerging and existing technology to improve administrative effectiveness.
• Ensure automation and AI are used responsibly, with appropriate regard to confidentiality, data protection, information security, accuracy and human oversight.

Officer-level competencies

In line with the Foundation’s agreed Officer competency framework, the postholder is expected to:

• Deliver operational and technical work accurately and efficiently;
• Apply agreed frameworks, processes and quality standards consistently;
• Maintain accurate data, records and documentation;
• Provide practical, delivery-focused support to colleagues;
• Communicate clearly and professionally, escalating issues appropriately;
• Identify errors, gaps and emerging risks and raise them promptly;
• Manage workload responsibly and meet agreed deadlines;
• Develop their skills and expertise through feedback and learning;
• Work collaboratively and contribute to an inclusive working environment;
• Demonstrate reliability, integrity and accountability; and
• Support the Foundation’s safeguarding culture.

We are interested in what candidates have built and the problem it solved, rather than experience of any particular platform. Simply using AI or Microsoft 365 tools as an end user would not, by itself, meet the automation requirement.