- Perform general office duties such as answering phones, managing correspondence, scheduling appointments, and maintaining filing systems.
- Inventory and management of the SharePoint site: archiving documents that are out of date, ensuring the most recent document versions are in the relevant workstream sections etc.
- Continuously update data bases in the CRM system.
- Prepare and/or request presentations, and other documents as required.
- Coordinate and manage meetings, including room & flight booking, preparing agendas, and taking minutes.
- Manage and order office supplies, ensuring adequate stock levels.
- Provide support for project management and the Secretariat's initiatives.
- Liaise with internal and external stakeholders to facilitate communication and collaboration.
- Creating pre-read meeting documents (coordinate requests for information & formatting and compiling meeting packages). Creating running orders and session timings for presentations - provision of briefing notes for AV team.
- Creating meeting documents for distribution on site; agenda, programmes voting protocols and uploading and checking event app details.
- Taking and writing minutes, distribution & updating changes.
- IGU Code of Conduct - emails, checking off lists, keeping records.
- Logistical support: liaising with venues / printers / other service providers for launches and IGU events.
- Collating Requests for Proposals for various activities and in dedicated SharePoint folders.