Job Listings

Events and Visits – Team Assistant

Location:
London
Careers Site Advertising End Date:
03 Jul 2019
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 events and visits team deliver an extensive programme of domestic and international engagements for the Executive Chairman and other senior staff. Working at the core of our team, the post holder will support a broad range of administrative functions in furtherance of this important workstream.

The core responsibilities of the role will vary but will include management of all invitations to the Executive Chairman, direct support to the Head of Events and Visits, as well as overseeing a full range of general travel and events administration – visas, schedule preparation, correspondence management and some logistical research.

The candidate must be confident managing multiple demands on their time and be able to prioritise their workload.

Specific Team Assistant Duties:

  • Travel Support - organising visas, transfers, currency, inoculations, and meetings;preparing detailed itineraries and assisting with briefing/materials; supporting the team to arrange the Executive Chairman’s flights, trains, accommodation and meetings
  • Meetings and Events – arranging internal and external meetings and events, including scheduling, greeting guests, coordinating logistics, catering, preparing agendas, circulating papers, tracking action points and taking minutes
  • Diary Management – coordinating internal and external appointments for the Head of Events and Visits, managing meetings and conference/video calls for all team members
  • Email and Invite Management - monitoring emails and invites for the team and Executive Chairman, drafting and sending responses, highlighting urgent items for action, filing inbox
  • Correspondence Management - filing and actioning incoming correspondence and preparing letters/emails on behalf of team
  • Research Support - collecting data, maintaining stakeholder and event records, carrying out research (for instance, developing an excellent understanding of international visa requirements, preparing travel plan options and accommodation research) as well as writing basic briefing material
  • Expense Management – completing monthly expenses claims on behalf of the team and Head of Events and Visits, reviewing expenses and invoices for approval on behalf of team management

General Support

  • Filing – creating and maintaining a reliable system for retrieving paper/electronic materials that may be needed 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 - recording gifts/entertainment received on the company register
  • General Admin Support – assisting the wider team as required; supporting the wider pool of Executive Assistants on ad hoc tasks and providing cover during periods of absence
What We Look For in Our People:
 REQUIREMENTS:
 
  • Previous correspondence, diary and events/visits management experience
  • Office administration experience
  • Experience booking UK and international travel
  • 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 understanding and knowledge of current affairs and politics
  • Proactive team player with positive attitude
  • Support for the aims of the organisation
 
VALUES WE LOOK FOR:

• COURAGE… because to tackle global challenges, we must innovate and take smart risks
• COLLABORATION… because when we work together and with external partners, we can overcome even the largest problems
• COMPASSION … because our work is ultimately about improving people’s lives
 
 
Please note that you must have the right to work in the UK

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