Executive Assistant
Location: Central London/ North London/ Cambridge
Salary: Up to £40,000 per annum
Working Hours: Full time, 37.5 hours per week
Contract: Permanent
Start Date: Immediate
Have you got what it takes to be our new....Executive Assistant at IELTS?
As the IELTS UK Executive Assistant, you will work closely with other senior levels across the organisation including the General Manager and Business Support Manager in shaping and professionalising the organisation's enabling services. In this senior and dynamic role, you will support the administration of a diverse range of business support services, enabling key resources to focus on core delivery. You will play a key senior role in ensuring procedures are followed to facilitate governance in this complex multi-partner organisation.
Within this senior position, you will be responsible for managing the smooth day-to-day running of the IELTS office environment through the implementation and maintenance of processes and procedures to ensure that the team (as a whole), can work in the most efficient way possible; and to administer and facilitate the effective operation of key governance forums, processes and procedures and the IELTS UK senior team.
This senior role requires the ability and willingness to work outside of UK core hours, for example early mornings or later in the evening to accommodate time zone differences. The role will be expected to carry out additional tasks as directed by your line manager or another senior member of IELTS UK / the IELTS partnership.
An insight to who we are...
The International English Language Testing System (IELTS) is the world's most popular high-stakes English language proficiency test for study, work and migration with almost four million tests taken in the past year.
IELTS is jointly owned by the British Council, IDP: IELTS Australia and Cambridge Assessment English. As internationally focused organisations, we are committed to academic excellence and cultural understanding - ideal providers of international English testing.
Key responsibilities of the Executive Assistant...
- Work with the General Manager, Chair of the IELTS Board, IELTS Executive Committee and US Board to agree the 3-monthly Board agenda and ensure that all Board papers are circulated as per the agreed timelines.
- Plan and organise bi-monthly IELTS Executive Committee, regular sub-committee and other ad hoc governance group schedules and meetings, including collation and distribution of supporting papers.
- Attend governance meetings to take minutes and provide operational support on the day.
- Maintain the decisions, actions log, and risk register for each meeting, and follow up on actions to ensure they are completed in a timely manner.
- Organise company events and conferences providing support to senior management through, for example, booking transportation and accommodation, note taking and agenda management.
- Act as a central point of contact for enquiries, requests, and information dissemination within IELTS UK and third parties.
- Prepare letters, presentations, spreadsheets and reports.
- Manage documents and databases and maintain document filing systems.
- Co-ordinate meetings across the various organisations in the IELTS partnership
- Provide high-quality operational and administrative support including to the IELTS UK General Manager and the wider IELTS UK team.
- Provide additional support to the IELTS UK Business Manager as required.
The ideal candidate will bring...
- Proven experience as a senior administrator, executive assistant or similar role
- Experience with working in a Board or Committee environment
- Experience in supporting senior management or executives is advantageous
- Experience of organising meetings in a complex environment, agenda setting and minute taking
- Experience of working with and to a variety of senior stakeholders
- Experience working with complex processes and systems
- Demonstrable discretion, meticulous about confidentiality and in handling sensitive information.
- Exceptional interpersonal skills with the ability to interact professionally with diverse stakeholders
- Adaptability and willingness to take on varied tasks as needed
- Ability to work with IT systems to improve efficiency in the office
- Proficiency in Microsoft Office systems (Word, PowerPoint, Excel, SharePoint etc)
- A minimum level of education to A Levels or equivalent
- A business degree or equivalent (Desirable)
- Some project management experience (Desirable)
- Some knowledge/experience of the IELTS ecosystem (product, customers, partnership) (Desirable)
For applications, please ensure you also include a cover letter within your application to be considered for the opportunity. Should you be deemed a suitable candidate, IELTS will be in touch directly regarding interviews. First interviews are scheduled for Tuesday 20th August.
Closing date: 9am Monday 12th August 2024