Executive Assistant To Managing Director

Position:

The Managing Director Executive Assistant plays an essential part in ensuring the smooth running of the Managing Directors Office, providing efficient and accurate administration support to the Managing Director of Strategic Operations and the Development Office.

Responsibilities:

The Executive Assistant will be required to interact with people who are strategically important to the Organization and is therefore responsible for portraying a favorable and highly professional impression to external contacts. The Executive Assistant will also need to be able to manage the Managing Director’s 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.

The duties are drawn from the following broad categories of activity:

Administration

Proactively managing the Managing Director’s complex and flexible diary, assisting him to maximize his time productivity, such as advising him on upcoming commitments, prioritization, 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 Managing Director and actively updating his work plan, projects and responsibilities, including monitoring of commitments and deadlines, maintaining confidentiality.

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

Managing the Managing 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 Organization 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 Managing Director of Strategy Operations and Development Officer as required

Other clerical duties and special projects as arise. Finance and legal

Responsible for processing all expense claims for Managing Director activities.

Responsible for recording and monitoring Managing Director’s expenditure within agreed guidelines.

Liaison:

Working with Managing Director and Directorate Coordinator to respond to general information requests and to disseminate information through e-mail, mail, publications and web pages.

Providing assistance to visitors and staff as appropriate to their position, seniority and urgency.

Acting as key contact to provide general information in response to institute related enquiries from staff re contact details, dates of meetings, etc., etc. This job description sets out the categories of activity from which duties of the post may be drawn at the time it was composed. Such duties may vary from time to time without changing the general character of the post.