Kings Cross, Greater London
£25,000 - £30,000 per year
Permanent, Full-time
Job description

RESPONSIBILITIES

1. PA to the CEO (50%)

  • Support the CEO in diary management and correspondence, coordinating across multiple offices and time zones

  • Meeting arrangements and support for the CEO, including scheduling, invitations, time zones, catering, AV needs, conference and videoconference calls and on-the-day assistance

  • Meeting arrangements and support for the National Committee and senior management, including scheduling, invitations, minute taking, preparation of materials, catering and on-the-day assistance

  • All CEO travel arrangements, including flights, hotels, cars, and visa support

  • Maintain and submit all CEO expense reports

 

2. Office administration (40%)

  • Field incoming enquiries by telephone, post and email, to relevant staff and correspond as necessary

  • Manage the “front office” email account and general email queries to AKF’s generic address

  • Establish effective and excellent relationships as the 'face' of AKF (UK). This includes greeting and receiving guests, as well as interacting with high-level officials at other AKDN agencies or external organisations and coordinating travel visa letters

  • Provide support to the HR manager on the management of the HR leave and sickness system (e-days).

  • Support AKF(UK) events, facilitate and support hosting of meetings and events for partners, including travel, visas, accommodation, and catering; may require some out of office duties in support at events

  • Arranging on-boarding and induction of new staff, including logistical arrangements (setting up phone, email, mobile, laptop, etc)

  • Work with the Head of Finance and Operations to ensure office suppliers are annually evaluated, this includes sourcing new suppliers when necessary

  • Collect and maintain a detailed inventory of office equipment and supplies; research price and service options and purchase as directed

  • Work with the Head of Finance and Operations to manage GDPR data lists and data requests

     

3. IT administration and coordination (5%)

  • Act as an IT focal point for the unit, liaising with internal IT support as necessary to trouble-shoot issues and order equipment

  • Set up new employees with allocated and functioning IT toolkit in a timely fashion and similarly the exit handover of the same leaving employees

  • Work with IT services to ensure that all software is updated and maintained on individual’s computer and hardware on a regular basis (e.g. regular back up of all system software and protocols, including latest updates of virus software)

  • Collect and maintain a detailed inventory of all IT equipment (mobile phones, laptops, desktops etc)

4. Health, safety, security and environment (5%)

  • Act as the Health and Safety Officer and Fire Marshal for AKF (UK)

  • Represent AKF (UK) at all Aga Khan Centre Health and Safety meetings

  • Help the HR Manager to ensure that employee health and safety and workstation tests are up to date

  • Assist with compliance with the wider AKF security policies and procedures

  • Act as the AKF (UK) First Aider including obtaining annual certification

  • Create and cultivate an office culture that contributes to the happiness and well-being of all employees, including arranging birthday celebrations, celebrating unit milestones, arranging quarterly and year-end activities, and creating a space and place employees enjoy working in and feel positive about

REQUIREMENTS

Must have right to work in the UK

Must include CV and a supporting statement that outlines why they want the role, why they want to work for AKF(UK) and how their experiences and skills to date will make them the most suitable applicant for the role

1 Qualifications

  • Educated to undergraduate degree desirable

  • Qualified First Aider desirable

     

2 Skills

  • Highly organised with strong logistical skills and proven consistent attention to detail

  • Strong interpersonal skills, tact, patience and ability to work in a cross-institutional, multicultural environment dealing with senior and high-level officials/persons and VIPs

  • Excellent written communication and presentation skills and ability to draft and write effective copy and present to a range of audiences from senior-level to partners and suppliers

  • Comfortable working independently and under minimal supervision but also forming an essential component of a team

Strong operational and IT skills as well as an openness to learning new software and tools

 

3 Knowledge

  • Knowledge of Microsoft Office Suite and databases, Apple OSX and iOS.

  • Keen interest in international development and improving knowledge of these issues will be a distinct advantage

4 Experience

  • Strong experience of PA work for senior management

  • Proven experience of office administration

  • Proven experience of multi time zone coordination

  • Proven ability to multitask in a busy, open-plan office environment; ability to work under pressure, juggling various requests and deadlines

  • Proven ability to deliver a consistently high level of accuracy in preparing and entering information

  • Flexible approach to working, able to pick up a variety of tasks/projects with minimal supervision; ability to anticipate issues or scenarios when planning calls, meetings, or business trips, and to address them proactively.

Refreshed on: 26 June 2020
Closed date: 05 July 2020
Tags: Admin, Intl Development

The client requests no contact from agencies or media sales.