Main purpose of the role

The Executive Assistant (EA) will provide comprehensive and proactive executive support to the Legal and External Affairs directors and their respective teams. This role will be responsible for diary management, travel planning, event management and cover for the EA to Chief Administrative Officer where required. The position requires strong administrative skills, proficiency with office applications and in organising digital information, and a high level of efficiency.

The EA will act as the key point of contact for the Legal and External Affairs Directors, making decisions and recommendations where appropriate, to ensure the best use of time for internal and external meetings. The role holder will ensure a constant overview of both what is happening now and what is coming up and will anticipate and plan to make things as smooth as possible for the Directors and the team. The position is privy to confidential information that requires the highest level of confidentiality and judgment.

Role’s Responsibilities

• Complex diary management for 4 directors, plus support for their respective teams:

• Implement & maintain efficient systems and processes to track delivery of tasks and optimise allocation of resources.

• General administrative duties, including expense and invoice processing, and management and support for central administrative tools for the team.

• As required, support on the planning and coordination of inductions for new joiners to the team.

• Central point of contact for Legal and External Affairs team in regards to relationships with external and internal partners, grantees, peer community and other key relationships. Develop and maintain excellent internal and external relationships and support the directors to manage these relationships with stakeholders.

• Inbox management for the Director, Head of External Affairs, assisting in highlighting priorities, flagging risks, and coordinating event invitations representing CIFF or attending on behalf of the CEO.

• Travel, planning and booking for Legal and External Affairs directors and other members of the team as needed. Manage visa requirements, and work with CIFF travel agents to organise flights, hotels, cars etc.

• Event planning; including internal team meetings and offsites and planning and co-ordination of high-level meetings, both internal and external. Ensuring that meetings planned are respectful of time differences.

• Management of the Legal & External Affairs Team meeting agendas and follow up actions.

• Work as a team with other EAs and local office management to support smooth running of the office infrastructure, including assisting with high workloads and when there are absences:

• Support the Governance Officer on meetings such as PIC, RemCo and Board. Providing cover on document preparation, planning, and coordination of these on a need basis.

• Provide Leave cover for the EA to the Chief Administrative Officer, coordinating internal meetings and document preparation, planning, and coordination of FinCom and GP on a need basis.

• Undertake projects that support the Foundation’s agenda and take lead on any specific projects within the EA team.

• Scope for the position to grow as the individual becomes more familiar with internal process’.

Requirements

Skills & Experience

• Strong administrative experience, working for a team or individual in a busy and complex environment; good experience as a scheduler.

• Highest ethical standards, confidentiality and personal integrity.

• Outstanding communications skills, both oral and written.

• Professional, sound independent judgment, strong organisational and project management skills and the ability to be flexible as priorities and needs change.

• Excellent attention to detail.

• Strong interpersonal skills: engages with others to get the best out of them; works well as part of a team.

• Ability to work unsupervised, a motivated self-starter, with strong problem solving and multi-tasking skills.

• Strong Organisational skills; able to be flexible as priorities and needs change, and works well under pressure.

• English is CIFF’s business language – we expect all of our people to display outstanding verbal and written communication skills across all aspects of their role

• Capacity to work in a range of cultural and socio-economic contexts, adapting style and approach appropriately and in a culturally sensitive manner to maximise effectiveness.

• IT proficiency – must possess strong Microsoft skills, particularly in Outlook, PowerPoint, Excel and Word, and have the ability to learn new packages, when required.

• Numerate, with a good understanding of basic budget processes

Key Working Relationships

• Work with the Executive Assistants in Operations & Programme Support and People, Culture & OD to ensure the smooth running of both teams.

• Established points of contact across all CIFF teams s (e.g. finance, HR, legal, CEO)

• The Executive Team, their EAs and local office management within CIFF

Benefits

The starting salary for this role is GBP £32,338 per annum.

Alongside a competitive salary, we offer a generous benefits package here at CIFF that includes, but is not limited to the following:

• Annual leave – 25 days per annum.
• Training allowance
• Wellbeing allowance
• Life insurance
• Medical insurance

Please submit your application on or before 5th February 2025. CIFF reserves the right to close the job advert early if we receive a high number of suitable applications.

Our approach to Diversity, Equity and Inclusion

CIFF is a place where everyone can grow, develop and fulfil their potential, and we welcome applications from all candidates who meet the requirements of our roles, regardless of their sex, gender identity, sexual orientation, race, national origin, cultural or ethnic background, disability, marital status, religious identity, or age.

And we are committed to making reasonable accommodations for any prospective or existing CIFF employees with disabilities. If an accommodation is needed to participate in our recruitment process, or to perform essential job functions once in role, please make your recruiter aware so we can ensure you are given the support you need.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements