Executive Assistant And Office Ordinator Jobs Vacancy at Mothers Islington
Mothers Islington urgently required following position for Executive Assistant And Office Ordinator. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.
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Executive Assistant And Office Ordinator Jobs Vacancy at Mothers Islington Jobs Details:
mothers2mothers (m2m) is an Africa-based, global not-for-profit that unlocks the potential of women to eliminate paediatric AIDS and create healthy families. As the UK office has evolved and grown, a need has now arisen to recruit an ‘EA and Office Co-ordinator’ to manage the UK office administration. As well as being responsible for managing all administrative functions relating to the UK office, the EA and Office Co-ordinator will also provide hands-on support to the Global Development & Strategic Engagement Director both in terms of diary management and other ad hoc tasks, including proactive planning of the Director’s diary. They will also provide support to the wider UK based fundraising team as and when needs arise and will support on certain specific tasks relating to governance, finance and HR, and will liaise directly with both senior members of the wider management team and the UK Trustees.
This role will frequently handle highly confidential information, including sensitive, strategic and organisational issues and the incumbent must demonstrate discretion at all times. It is a non-income generating role and will report in to the UK Finance and Operations manager. Job specifications: Qualifications: Essential Educated to degree level or equivalent Experience: Essential Relevant work experience in a similar role, although not necessarily within a charity Good knowledge of Microsoft Office Programs, including PowerPoint Experience of managing multiple diaries on a concurrent basis across multiple entities and time zones Experience of liaising with senior management (e.g. Directors, Trustees) with regards to high level issues Experience of creating agendas for and organizing senior management meetings and taking minutes thereof Experience of making detailed travel arrangements and creating and managing itineraries for such trips (both ingoing and outgoing) Experience of working in a small but fast-paced office with a roll-up-your-sleeves environment Experience of creating briefings and presentations Desirable Knowledge of financial processes including handling and processing of invoices, staff expense claims, credit card payments etc Experience of using payment processing systems Experience of applying good financial controls within a small organisation Knowledge of how gift aid is claimed Knowledge of UK charity ‘best practice’ Experience of using CRM systems (salesforce) Competencies: Essential: Excellent interpersonal and verbal skills Extraordinary customer service skills Highly organised and adept at managing multiple concurrent activities Ability to work under pressure, plan and prioritise work effectively and meet deadlines An adaptable team player who is happy working in a small office and who is prepared to get involved in any task, big or small An ability to use own initiative Excellent written and numeracy skills, including excellent attention to detail Proven work ethic with utmost integrity Ability to act discreetly with sometime confidential and sensitive information Passion for and commitment to the mission and goals of mothers2mothers Proven track record of being both a self-starter and team player Desirable An interest in and understanding of international development An interest in and understanding of HIV/AIDS and women’s issues Knowledge and understanding of the charity sector and relevant fundraising codes of practice Description of Tasks / Key Performance Areas Supporting the Global Development & Strategic Engagement Director: (50%) Proactive diary management for the Global Development & Strategic Engagement Director Reading emails, prioritising, drafting responses to requests and archiving as appropriate Managing written correspondence – outgoing and incoming Keeping track of actions and to do lists Managing the Director’s paperwork and filing including completion of the Director’s staff expense forms Organising external and donor meetings held at the office; ensuring team are aware of any external meetings, appropriate provisions and materials (if needed) and that the office environment is tidy and organised Diary planning of key internal meetings,1:1 meetings, annual appraisals etc Assist with queries and issues regarding the Director’s IT equipment, laptop, mobile phone, etc Organizing briefings and debriefs of the Director’s meetings and liaising directly with both internal and external contacts thereon Travel planning for the Director and creating appropriate itineraries for such trips Recording of relevant meetings and contact details within our CRM system (Salesforce) Governance, finance and HR support: (30%) Liaising with Trustees and members of the senior management team (where appropriate) to arrange UK Trustee meetings, sub-committee meetings, trading company Directors’ meetings Creating agendas for above meetings, attending meetings, taking minutes thereof and following up on action points Supporting other governance activities undertaken by the Director as necessary e.g.
supporting and convening resource mobilisation sub committee Preparing Trustee induction documents Preparing Trustee/Board packs Supporting the UK preparation of global Board meetings Undertaking specific risk assessments for employees’ travel plans when travelling abroad Ensuring adherence to key financial controls Responsibility for claiming gift aid, including maintaining gift aid forms and submitting gift aid claims on a regular basis Reviewing staff expense forms for accuracy and adherence to organisational policy Completion of all PO (purchase order) and PR (purchase requisition) forms and ensuring authorisation thereof Reconciliation of petty cash on a monthly basis Banking of cheques Coding expenses to appropriate general ledger accounts on a monthly basis and ensuring supporting documentation is appropriately referenced, authorised and filed Ensuring health and safety legislation is properly followed by employees and being the first point of contact for specific health and safety queries/concerns Ensuring HR files are appropriately maintained Providing general HR inductions to new employees (e.g. staff handbook, replicon, expenses policy, new employee forms etc) Office administration and co-ordination: (15%) Monitoring and ordering of ongoing office supplies (e.g. stationery, printing, tea/coffee) Obtaining quotes for ad hoc business expenditure as required Being the initial main point of contact for visitors (both internal and external) to the UK office and representing m2m appropriately and professionally Liaising with insurance providers to ensure appropriate insurance cover is maintained at all levels, including for specific business trips and annual insurance needs Liaising with external suppliers to ensure continual supply of services and negotiating new contracts, where applicable (e.g. rent, rates, telephone, internet, cleaning) Creating agendas for team meetings and taking minutes thereof Maintenance of filing systems Obtaining quotations for flights, accommodation, etc and making travel arrangements for UK employees Supporting the wider UK fundraising team: (5%) Assisting in collating guest lists for fundraising events, and helping to coordinate sending of invitations for such events Supporting the wider fundraising team to undertaking risk assessments relating to specific fundraising activities (e.g.
Events) Supporting on Spokeswomen visa applications and travel schedules Creating itineraries for Spokeswomen visits to the UK, and providing hands on support during such visits Creating itineraries and co-ordinating travel arrangements for donors and prospective donors (e.g. Cycle to Zero, high profile donor visits) Ad hoc support of the U.K. fundraising team, specifically around the time of fundraising events Internal/External Relationships Internal: All relevant employees, including colleagues in mothers2mothers’ head office in Cape Town and satellite offices. External: Existing and potential donors, Trustees and potentially celebrities Working conditions: There are times when longer hours and weekend working may be required.
Occasional international travel may be required. Application Deadline and Interviews The deadline for the application is Monday 25 September 2017. Successful applicants will be contacted directly by the client. Interested candidates should send their CV and a brief covering letter explaining their interests, experience in relation to the responsibilities outlined above and availability to: Sarah Blake Closing date Monday 25th September 2017