Executive Secretary - Assistant to Executive Director

www.findapprenticeship.service.gov.uk - Jobboard; London; On-site; GBP 125,000 - 150,000; Full time

Job summary

An international organization based in London is seeking an Executive Secretary to assist the Executive Director. The role involves managing communications, drafting documents in multiple languages, and ensuring the smooth functioning of the office. The ideal candidate should have significant secretarial experience and strong IT skills, particularly in MS365. Bilingual proficiency in English and at least one other official language is preferred. This position offers a competitive salary starting at £60,000 per year.

Qualifications

• Full secretarial qualifications with at least 5 years of relevant experience.
• Ability to manage confidential matters with discretion.
• Flexibility to adapt working hours and tasks.

Responsibilities

• Organize the Office of the Executive Director efficiently.
• Draft correspondence and documentation in English and other languages.
• Liaise with representatives of Members and key partners.

Skills

Fluent English

Excellent IT skills (MS365, Excel, Word, Power Point)

Bilingual in one or more of Spanish, Portuguese, French

Strong interpersonal skills

Confidentiality and discretion

Education

Degree in administration or relevant field from accredited university

Job description

Executive Secretary - Assistant to Executive Director | London | Full Time | Starting £60,000/year

Our client is an intergovernmental body, set up in 1963 under the auspices of the United Nations, responsible for implementing the International Coffee Agreement (2007) to strengthen the global coffee sector and promote its sustainable development in economic, social, and environmental terms.

Are you the right person for the job?

• Full secretarial qualifications (at least 5 years – experience in Diplomatic Representations or International Organizations preferred) complemented by a degree from accredited universities by UNESCO in administration or a relevant field or equivalent in academic preparation.
• Excellent knowledge of the IT systems of the Organization (MS365, Excel, Word, Power Point)
• Excellent command of the English language, oral and written (at a native level), and a good knowledge of at least one, preferably two, of the official languages of the Organization (Spanish, Portuguese and French).
• Ability to deal with and make arrangements for visitors at all levels and to establish good working relations with staff and external contacts.
• Ability to deal with matters of a confidential nature.
• Flexibility regarding working hours and tasks to be performed and ability to work under pressure.

What will your role look like?

• To play a key role in the efficient organization and functioning of the Office of the Executive Director, including but not limited to: screening calls and visitors, assuring appropriate protocol is maintained; prioritising incoming messages, emails, faxes and correspondence; exercising discretion and maintaining confidentiality; identifying and highlighting issues in documents requiring action by the Executive Director, on own initiative; drafting correspondence and documentation for the Executive Director in English, French, Spanish and/or Portuguese or requesting translation from the Documents Section; maintaining the Director’s diary as well as Intranet calendar of appointments; and ensuring the smooth running of the office by briefing other senior staff, as appropriate.
• To draft, revise and as necessary edit and/or finalize lectures and presentations for the Executive Director, documents for governing bodies’ meetings and other meetings.
• As delegated, to liaise with representatives of Members and other key partners and stakeholders to ensure that background information material is obtained /provided so that the Executive Director and/or other senior staff are prepared for meetings, highlighting relevant issues and/or drawing their attention to politically sensitive issues and those requiring immediate attention/action.
• To check correspondence submitted for the Executive Director's approval or signature, ensuring consistency, accuracy and compliance with in-house style and presentation, editing or returning such as appropriate.
• To convene internal and external meetings, preparing and circulating the agenda, attending meetings, and drafting minutes, compiling and providing references and background information, as necessary; to provide support to the Executive Director with particular attention to searching and obtaining references and background information on the spot, and following-up on actions to be taken and/or decisions to be implemented.
• To organise all aspects of official travel for the Executive Director and other staff as appropriate, namely visa, requesting and verifying briefing files and documents in a timely manner.
• To organise all aspects of lunches, coffee/tea and receptions, including but not limited to list of visitors in the office.
• To perform other related responsibilities, including the ED’s personal matters, replacing and/or backstopping for others within and outside the team
• Contacts with staff at all levels to exchange information as related to the Executive Director’s instructions/requirements. To provide advice on protocol matters as related to contacts outside ICO. To enlist cooperation and facilitate mutual understanding and ensure the smooth running of the ED’s Office
• Within the delegated authority, contacts with a broad range of officials from Members, partners and other stakeholders for fund raising to obtain and provide information

Only shortlisted candidates will be contacted

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