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Executive Assistant

Location:
London
About Tony Blair Institute for Global Change:
At the Tony Blair Institute for Global Change we are dedicated to making globalisation work for the many, not the few. We do this by helping countries, their people and their governments, address some of the most difficult challenges in the world today – beginning with those where we think we can break new ground, offering leaders new thinking and new approaches. Our staff – over 200 of them, based all over the world – are working on some of the most intractable problems around issues of co-existence, governance, the peace process in the Middle East and renewing the centre.
Focus of the Role:
The Executive Assistant will work closely alongside a small team of Executive Assistants who support the Executive Directors of the Institute.  The core responsibilities of the role will include day to day diary management as well as overseeing and providing ad hoc support to the wider team.  The candidate must be confident managing multiple demands on their time and able to prioritise.
 

Specific EA Duties:

  • Diary Management – co-ordinate internal and external appointments, conference/video calls, across time zones whilst proactively ensuring diaries reflect shifting priorities
  • Meetings and Events – arrange internal and external meetings and events, including scheduling, greeting guests, coordinating logistics, catering, preparing agendas, circulating papers, tracking action points and taking minutes
  • Travel support - organising visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials
  • Email management (if required) - monitoring mails, drafting responses, highlighting urgent items for action, filing inbox
  • Correspondence management- file and action incoming correspondence and prepare letters/emails on behalf of management
  • Research support - collecting data, carrying out research (for instance reviewing online source material) and writing basic briefing material
  • Expense Management – completing monthly claims, reviewing expenses and invoices for approval on behalf of management
  • Team supervision - train, mentor and provide guidance for junior team members as required

General Support

  • Filing - creating, maintaining and retrieving paper/electronic materials for review (for example - ahead of meetings or in support of projects)
  • Maintaining contact database - scanning/typing business cards, filing cards and keeping contacts up to date
  • Gifts and Entertainment - record gifts/entertainment received on the company register
  • General admin support - assistance to the wider team as required, plus support to the Executive Assistants incl ad hoc tasks as well as cover during periods of absence
What We Look For in Our People:
 
  • Previous senior level PA/EA experience
  • Excellent communication, time management and organisational skills
  • Excellent IT skills including Microsoft Word, Excel, PowerPoint and Outlook
  • Experience of working with and interacting with high profile figures
  • Understanding of national and international protocols for senior dignitaries and high profile individuals
  • High levels of discretion, interpersonal skills, good judgement and tact
  • An ability to operate in a fast moving and pressured environment
  • Operational level political understanding and knowledge of current affairs
  • Proactive team player with positive attitude
  • Support for the aims of the organisation

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