Assistant

Role & responsibilities:

Blends high-level admin with marketing support, managing the Director's schedule, communications, and projects while also assisting with digital campaigns, content scheduling (social/web), performance tracking (analytics), SEO, and reporting, acting as a crucial link for smooth operations and marketing execution

The Executive Assistant will be required to interact with people who are strategically important to the Institute and is therefore responsible for portraying a favourable and highly professional impression to external contacts. The Executive Assistant will also need to be able to manage the Directors competing demands with a high degree of confidence and professionalism. The Executive Assistant will also need to make a significant contribution to the effective performance of Director by supporting his administrative and information needs. Responsibilities will include diary management, complex travel arrangements and expenses, managing correspondence, as well as discretely handling confidential and sensitive information, information gathering and web searching. The role necessitates a high degree of autonomy and initiative and the need to make decisions on a daily basis within the agreed standards and framework, in a context of changing demands.

Administration

Proactively managing the Directors complex and flexible diary, assisting him to maximise his time productivity, such as advising him on upcoming commitments, prioritisation, managing regular changes and dealing professionally with competing meeting requests.

Making complex travel arrangements (including international), hotel bookings, visa requirements etc. with minimal supervision, within known preferences

Liaising with the Director and actively updating his work plan, projects and responsibilities, including monitoring of commitments and deadlines, maintaining confidentiality.

Making arrangements for Strategic Management Group, Board and Board sub-committee meetings, including booking rooms, arranging catering, travel arrangements for external participants and collation and circulation of relevant papers and agendas.

Managing the Directorate filing systems, mailing list and contacts database, taking telephone messages and dealing appropriately with incoming and outgoing post.

Providing general administrative duties including word processing, collating and preparing documents.

Participating in team meetings, retreats and other institute events.

Supplying comprehensive information in response to internal and external requests to include in website/intranet services.

Basic library and internet searches and presentation of information in appropriate formats.

General secretarial support for the Director of Strategy Operations and Development Officer as required

Other clerical duties and special projects as arise.

• Content Support:

  Draft copy, schedule posts, manage content calendars (blogs, social media).

• Campaign Coordination:

  Liaise with designers, SEOs, and vendors; help track campaign metrics (engagement, leads).

• Performance Monitoring:

  Assist with analyzing digital data, optimizing web content (SEO), and generating reports.

• Tools Proficiency:

  Use MS Office, Google Analytics, social media tools (Hootsuite), and CMS (WordPress).

Key Skills & Qualifications:

• Admin:

  Exceptional organization, time management, problem-solving, MS Office.

• Marketing:

  Digital marketing understanding, social media, SEO basics, content management.

• Soft Skills:

  Strong communication (written/verbal), interpersonal skills, discretion, proactivity.