London, Greater London
£23,000 - £25,000 per year
Permanent, Full-time
Job description

Office Coordinator at The China Dialogue Trust

Location: London

Position: Office Coordinator

Hours: Full time

Contract type: Permanent

Salary: £23,000 - £25,000 depending on experience

Start time: ASAP

Application deadline: ASAP. Applications will be reviewed on a rolling basis and early application is recommended.


The China Dialogue Trust is seeking a talented Administrator to join our London office. The ideal candidate would be proactive, highly organised and self-motivated. They have relevant professional experience paired with excellent problem-solving skills, a high level of accuracy, and attention to detail.  

About us

The China Dialogue Trust disseminates high-quality information and promotes communication on the environment and climate change globally. We aim to inform and contribute to building equitable and constructive solutions to global environmental problems. We believe that this requires a common purpose across political, ideological and cultural boundaries. We foster that common purpose by providing our readers with independent and accurate information that may otherwise be difficult to access, and by facilitating tolerant and constructive dialogue.

About the role

This is an exciting opportunity to assist the COO with the running of the international organisation, as well as supporting the CEO with her busy travel schedule. 

Main responsibilities:

  • Executive Assistance: 

  • support the CEO with diary management and travel arrangements

  • Office Management: 

  • being the first point of contact for general external enquiries; manage calls on the office phone, queries to our [email protected] email account, and answer the door when visitors and deliveries arrive

  • act as first point of contact for the utility and service providers; including ensuring the wifi is functioning to standard

  • coordinate internal and external meetings 

  • take meeting minutes for board and team meetings, as well as on ad hoc occasions

  • data management and filing

  • maintain stock take, to include: ordering equipment and stationary, ensuring there are tea and coffee making supplies, other kitchen and office supplies

  • basic financial administration tasks, including occasional invoicing and working within certain budget lines, as well as supporting interns in filing their expenses and overseeing petty cash

  • support the COO with additional tasks related to organisational management

  • IT Support: 

  • Work with our IT support consultant and provide basic IT support to staff

  • work with external web developers and systems consultants to implement changes to the website 

  • coordinate with staff so they are up to date with outstanding website maintenance and development work

  • set up and close down user files across organisational tools as new starters join the team and staff members leave the organisation

  • Events:

  • support the team with travel arrangements

  • plan event logistics, such as workshops and an annual team away day. This will include venue hire booking, arrangement of refreshments, and supporting with the development of agendas and supporting materials

  • Communications:

  • compile monthly activity report, coordinating and editing input from the international teams to feed in

  • manage the contacts database

Essential skills: 

  • an interest in the environment and climate change as well s China Dialogue Trust’s mission;

  • strong organisational and problem solving skills; 

  • experience of supervising  IT and web maintenance projects with external contractors;

  • highly competent with Microsoft Office and Google Suites; 

  • ability to work independently, as well as part of a small team.  

Desirable skills:

  • web development/IT experience, especially with Ruby on Rails and/or Wordpress;

  • experience using Xero, Asana, Highrise, Slack or other similar work management software;

  • an understanding of GDPR legislation;

More about China Dialogue Trust
China Dialogue Trust

The China Dialogue Trust, a UK registered charity, promotes communication across barriers of language and culture on the environment and climat... Read more

Posted on: 15 October 2019
Closed date: 12 November 2019
Tags: Admin, Operations