London, Greater London
£36,000 - £40,000 per year
Permanent, Full-time
Job description
 
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At a pivotal moment in United World Schools’ history, join us as we take our growth to the next level. Led by our new global CEO, Dhivya O’Connor, we are developing our bold 2030 strategy to reach more children than ever over the next decade and you can help to make it possible. 

We are looking to recruit an Executive Assistant to support the Executive office and UWS UK Board of Trustees. 

Acting as a first point of contact for the CEO, the posthold will oversee aspects such as diary management, scheduling and organising travel, external correspondence, and administration. The post holder will also provide administrative support to the Global Leadership Team (GLT), Board of Trustees, and Sub Committees as necessary, attending meetings and taking minutes. 

This will include working on developmental projects for the CEO/GLT in line with UWS’s strategic objectives, and include liaising with staff and volunteers across the organisation to progress agreed activities.

This is much more than a traditional Executive Assistant role and would suit a proactive individual with strong communication skills, an eye for detail, who is passionate about working for an ambitious and fast-growing international non-profit organisation.

Administration for CEO

  • To provide a high level of support to the Chief Executive

  • Proactively maintaining and managing the Chief Executive’s diary

  • Developing a logical system and managing the Chief Executive’s filing systems

  • Organising travel arrangements for the Chief Executive and Directors as necessary, including international travel

  • Proactively managing the Chief Executive’s correspondence dealing with urgent items in their absence and referring as necessary, including managing outlook and filing emails

  • Filtering correspondence and providing a weekly briefing of key priorities to the Chief Executive

  • Managing CEO receipts and expenses claims

Leadership Team support 

  • To attend Board and Global Leadership Team meetings and minute action points;

  • Organise all Staff Team meetings and support the management of internal staff comms 

  • Organise Staff/GLT/Board Away days as appropriate

  • To ensure a high standard of administration in support of the Leadership Team

  • To understand the key roles, responsibilities and priorities of the CEO, proactively building strong relationships with internal and external contacts in order to provide a high level of support.

Trustee/Board Support

  • Coordinating meetings of the Board of Trustees

  • Assisting the Chief Executive in drawing up agendas and drafting meeting papers

  • Circulating meeting papers and developing a rapport with the UWS UK and US Board members

  • Administrative leadership and minute taking at meetings of the Board of Trustees, including the Board Committees, as appropriate 

  • Monitoring progress/completion of action points and liaising with the GLT as necessary

  • Monitoring Trustees terms of office and supporting new Trustee appointments

  • Organising new Trustees’ inductions

  • Maintaining the Trustee contact details, company registers and the trustee skills audit

  • Monitoring and coordinating Trustee visits to countries and ongoing expenses.

Office administration

  • Support with the management of office supplies (ordering, managing)

  • Liaise with external suppliers (printing, office, facilities, cleaning, utilities)

  • Support with staff and volunteer recruitment, induction, onboarding and offboarding, staff appraisals and performance management administration 

Special Executive responsibilities

  • Delivering bespoke projects as and when required by the CEO

  • As required, assisting the CEO and/or other Directors on special projects in relation to the successful overall operation of UWS, including for example, support on matters requiring high levels of discretion/confidentiality.

Person Specification 

Experience & skills

  • Significant and demonstrable experience of supporting and working with an organisational leader/CEO 

  • Excellent writing skills and experience of minute-taking 

  • Excellent time management skills – ability to organise own time and others

  • Exceptional communicator with excellent written, face-to-face and telephone skills

  • Experience dealing with a wide range of stakeholders

  • Experience of supporting a Board of Directors/Trustees and/or subcommittees and governance processes 

  • Strong organisational skills and ability to lead/deliver projects, monitor progress on projects and/or meeting actions to ensure updates provided and actions completed 

  • Advanced knowledge of Microsoft Word, Excel, PowerPoint and Google Workspace (d)

  • Experience of organising international travel and related requirements

  • Experience of telephone systems, email, databases and data entry (d)

  • Experience of working with confidential and sensitive information

Attributes

  • Proactive and solution-oriented 

  • High level of attention to detail

  • Ability to take decisions independently and know when to escalate matters

  • Highly motivated self-starter looking to develop and improve personal skills and attributes

  • Calm under pressure and ability to be responsive to varying demands of the Executive Office 

  • Responsible and ability to operate with discretion

  • Tech savvy

  • Friendly and approachable

  • Team player

Circumstances

  • Able to work outside office hours on occasions and support flexible working patterns

  • Willing to travel locally and internationally if required

Benefits

As a UWS member of staff, you are one of the organisation’s most important assets. We want you to love working for us and to feel supported in maintaining a healthy work-life balance and to develop personally and professionally while you’re with us to give us your best!

  • 25 days annual leave plus 8 statutory bank holidays per calendar year. 

  • In order to support all staff in maintaining a healthy work-life balance, we offer flexible working options

  • Organisational wellbeing days 

  • Learning and development opportunities

To apply for this position, please send a CV (max 2 pages) and a covering letter via Charity Job outlining your suitability for the role, referencing the Person Specification.

Closing date: Monday 29th November, 9am (UK time)

Due to the urgency of the role, applications will be reviewed on a rolling basis. To avoid disappointment, apply as soon as possible. 

Next steps

  • First stage interviews will take place w/c 6th December 2021. This will involve a competency-based panel interview and assessment. 

  • Final stage interviews with the Chief Executive Officer will take place on the 13th and 14th December. 

Please outline your availability to interview on your Covering Letter.

Thank you for your interest in working with United World Schools.

 

More about United World Schools

Education transforms lives. United World Schools (UWS) works in some of the world's poorest regions to give every child access to free educ... Read more

Refreshed on: 20 November 2021
Closed date: 28 November 2021
Tags: Admin