United Kingdom of Great Britain and Northern Ireland: Executive Assistant to Executive Director UK

Organization: International Medical Corps
Country: United Kingdom of Great Britain and Northern Ireland
Closing date: 01 Oct 2014

INTRODUCTION:

We assist those in urgent need anywhere, anytime, no matter what the conditions, providing lifesaving medical and health related emergency services – often within hours. And we stay to help communities recover and build long term resilience.

We get there first:

Speed and expertise is at the heart of everything we do. We maintain the world’s foremost humanitarian and medical experts permanently ready for the next emergency.

We go to the toughest places:

International Medical Corps help people in the greatest need, wherever they are around the world. When disasters strike, whether an earthquake, flood, civil war or outbreak of disease, we respond to help people survive and rebuild their lives. To date International Medical Corps works in 70 countries.

We train to multiply our impact:

We focus on training the next generation of doctors, nurses and midwives, wherever we work. This means communities are better prepared to withstand the next crisis. International Medical Corps now has over 4,500 staff members, 96% whom are local stakeholders based in the field.

JOB PURPOSE:

To provide high level support to the Executive Director by proactively and efficiently managing diary, email and other incoming correspondences; coordinating board meetings and reports; and supporting Senior Management when required.

KEY RESULTS AREAS (PRIMARY ROLE AND RESPONSIBILITIES):

· Welcome and advise the Executive Director’s visitors, displaying courtesy and promoting professional image of International Medical Corps UK

· Provide calendar and diary management support for the Executive Director’s busy diary and ensure the optimum use of his time in delivering organisation priorities

· Conduct regular diary management meetings with the Executive Director to discuss future engagements, invitations and other requests

· Co-ordinate internal/external meetings/appointments as required and be accountable for all changes associated with rescheduling meetings/appointments

· Ensure that the Executive Director is fully prepared in advance for key meetings/appointments

· Attend meetings and produce minutes of meetings

· Prepare letters, presentations, reports and ad hoc documents to a standard appropriate for the Executive Director to use

· Liaise with all trustees and coordinate dates for board meetings at the request of the Executive Director

· Coordinate and collate of board papers prior to meetings

· Minute taking within board meetings and circulate board minutes as required by the Executive Director

· Arrange the Executive Director travel and accommodation and, occasionally, travel with him to take notes or dictation at meetings, or to provide general assistance during presentations

· Maintain efficient and effective systems for filing and organising correspondence, ensuring discretion and respecting confidentiality

· Ensure that all the Executive Director files are kept up to date and archived when due

· Complete paperwork relating to expenses for the Executive Director

· Maintain detailed records of the contacts of the Executive Director

· Coordinate meetings with major private donors, corporates and trusts and foundations for Director of Resource Development & Communications

· Monitor staff travel through and from IMC UK for media opportunities alongside the Communications Manager

· Coordinating press interviews and staff alongside the Communications Manager

· Coordinate supporter engagement / cultivation events from venue search to implementation alongside the High Value Relationship Manager

· Coordinate invite / guest list and managing responses through Raisers Edge

· Coordinate supporter actions from supporter engagement / cultivation events

· Undertake any other appropriate work delegated by the Executive Director

The role and responsibilities may vary from time to time and the post holder may therefore be required to pursue activities other than those specified above.

KEY INTERFACES/WORKING RELATIONSHIPS:

· Reports to Executive Director

· Support Senior Management team

· Work in close coordination with:

§ Resource Development & Communications Team

§ Operations Team

§ Technical Team

§ Finance and Administration Team

§ Human Resource Team

· Work as part of the wider International Medical Corps, in close coordination with:

§ Vice Presidents

§ Directors

PERSON SPECIFRICATION:

1. Relevant Bachelor’s Degree or equivalent qualification
2. Must have experience as a PA to Executive Director/CEO/Senior Management Team
3. Good experience of secretarial work at senior level
4. IT literacy in MS Windows and MS Office
5. Strong attention to detail
6. Strong diary management skills
7. Strong written and oral communications skills (both verbal and written)
8. Excellent time management skills
9. Good experience of using databases (Excel and Raisers Edge)
10. Good minute taking skills
11. Ability to demonstrate initiative, be flexible, highly organised and multi task and work with minimal supervision
12. Self-motivated individual, diplomatic and discreet in approach
13. Ability to manage a complex and demanding workload, work to deadlines, assimilate large quantities of written and verbal communication quickly
14. Able to prioritise workload and hit deadlines
15. Excellent numeracy, particularly financial skills
16. Exercises without judgement, especially relating to confidentiality and discretion
17. Excellent interpersonal skills – comfortable at working at a senior level; Experience of taking minutes at meetings
18. Keen to learn and further develop own skills

How to apply:

HOW TO APPLY

Qualified candidates should send C.V with a covering email/letter to:recruitment@internationalmedicalcorps.org.uk or by post to 1st Floor 254-258 Goswell Road, London, EC1V 7EB.

CLOSING DATE

5PM UK Time, 1^st of October 2014.

INTERVIEW DATE

7^th October 2014

This job description is subject to review to ensure that it truly reflects International Medical Corps UK needs.