We’re looking for an Executive Assistant to join the team to provide executive level support to our Executive Director (ED) of Strategy Policy and Analysis.

This role allows you to gain an insight into the decisions and entails working both independently and autonomously to provide proactive experienced administrative support and service to the ED, ensuring effective management of their time, and they are fully prepared for their various activities.

Serving as the main point of contact for internal and external stakeholders, you’ll handle queries, correspondence, and deadlines, while identifying appropriate resources. Building and maintaining positive relationships internally and externally, you’ll handle sensitive information professionally to support the delivery of our strategic aims. Additionally, you’ll assist in project management, gather crucial data for decision-making, coordinate executive-level meetings, and collaborate with the Executive and CEO office team to support organisational strategies and objectives.

Responsibilities

  • Support coordination with CEO office, including involvement in corporate business planning activities.
  • Administrative Support: Provide high-level administrative support, including: Managing calendars, scheduling appointments, and organising meetings. Prepare and review documents, reports, and presentations, ensuring accuracy and professionalism.
  • Communication Management: Serve as the primary point of contact for internal and external collaborators, representing the ED and maintaining a positive and efficient flow of communication. Manage email correspondence, screen phone calls, and handle inquiries on behalf of the ED, mainly acting independently.
  • Information Management: Proactively gather and compile relevant information and data to assist the ED in decision-making and planning. Ensure information is organised, easily accessible, and kept confidential when necessary.
  • Meeting Coordination: Plan, schedule, and coordinate executive-level meetings and events. Prepare meeting agendas, collect and distribute relevant materials and follow up on action items to deadlines as required. Take accurate meeting minutes and disseminate them in a timely manner.
  • Relationship Management: Cultivate and maintain positive relationships with key partners, including Exco members, internal staff and external stakeholders. Coordinate meetings, conduct research, and prepare briefing materials to support effective interactions.
  • Project Support: Assist the ED and SLT leading and prioritising various projects and initiatives. Collaborate with cross-functional teams, track project achievements, and ensure timely completion of tasks. Prepare project status reports and updates as required.
  • Confidentiality and Discretion: Handle sensitive and confidential information with utmost professionalism and always maintain strict confidentiality.