Temporary Executive Administration Assistant

British Council 5086457 Temporary Executive Administration Assistant – Global Estates

This post is within a highly prestigious UK parastatal organisation with a strong international presence.

The Executive Assistant, GE is responsible for developing and delivering a range of administrative support to the Director GE and the wider GE team.

This post often acts at the ‘front door’ for internal and external requests to meet/interact with the Director GE and/or other senior members of the GE team. Prioritisation of such requests and providing admin support to the GE Director is a key challenge for this role, enabling the Director GE to focus on strategic responsibilities in the most efficient and effective way.

The role will also support improving stakeholder engagement and co-ordination of key activities within GE.

Main Accountabilities:

Support to Director GE - Managing the workflow for Director Global Estates including inbox, correspondence, meetings, travel and all diary commitments

GE Meetings - Co-ordinating Global Estates internal meetings, preparing and issuing agendas and supporting papers, and minuting meetings and chasing actions as required

Stakeholder Engagement – provide administrative and logistical support to help the Director GE and other members of the GE Senior Leadership team effectively engage key senior stakeholders – proactively communicate and liaise with others (inside and outside British Council) to organise events and meetings/respond to requests and enquires

Knowledge management – e.g. assisting Head Business Management with the preparation and collation of monthly management reports, which includes financial reports and Estates Key Performance Indicators; ensuring global lease and freehold documents are up to date; ensuring premises project information is up to date and shows clear Audit trail; understanding and managing the flow of necessary approvals for Estates global projects

Travel admin - Provide support with travel bookings and arrangements e.g. visa applications for Director Global Estates and senior Global Estates colleagues

Contract Management - Assist Head Business Management with administration of the CBRE contract, including Property Service Request tracking and reporting, regular interaction with our CBRE contact in Warsaw

Communications - Assist Head Business Management with implementation of the GE Communications Strategy, including development of the GE Intranet and SharePoint sites, project case studies, improved reporting of GE work such as in Office Bulletin items, Intranet News and Features, blogs etc

Finance Admin - Carry out routine financial processing on SAP eg PO raising, IPO requests, invoice processing in order to provide cover for colleagues.

Pay Rate: £15.98 per hour PAYE

This is a temporary, but possibly long term role.

N.B. – Please quote the Job Title & Vacancy Reference No. in your application, or we will be unable to match your CV to the role being applied for.

Giving yourself the best chance of success:

• Your CV needs to be current with your latest/present role, noting that we won’t be able to submit it with any unexplained gaps in employment. It will save time and thus improve your chances of success if we can put your CV forward immediately and without having to ask you for a revised version.
• Your CV must cover the “Essential Requirements” (see below) of the role, ideally by way of bullet points that directly address the “Essential Requirements” listed. Please include any DBS details and other qualifications called for.
• Your CV should clearly state that you are available to start work either immediately, or at short notice. In general, our clients are unable to work with notice periods of more than 1 week from the point at which a role is offered, 2 weeks at the very most.
• We cannot put forward covering letters, so please ensure that your CV in isolation contains all relevant information being called for.
• We recommend that you consider sending us by email (see * below) a suitably ‘tailored’ CV for each role that you apply for, noting that job boards, sites and aggregators will generally store only one version of your CV, which can be a bit limiting...

“Essential Requirements” – Please check to ensure that your CV addresses the following items:

• Your address (including post code) and a telephone number so that we can reach you during working hours
• Your recent UK working experience going back at least 5 years, or full employment history if you have been working for fewer years than this.
• Your availability to work either immediately, or at short notice.
• Educated to graduate degree level or with equivalent relevant experience
• Experience of providing admin/PA support at senior level
• A clear and effective communicator – both written and verbal
• Effective planning, organizing and prioritization skills
• Excellent customer service skills
• Strong IT skills including Microsoft packages
• ***Qualification details and any other experience/skills relevant to the job role to help support your application (and help us to help you!) – please give full details within your CV document.

Other preferable/desirable details to include on your CV, if applicable:

• Any local authority/public sector experience
• Any relevant qualifications held or being studied for

Client Category: Public Sector organisation

Division(s)/Disciplines involved: Global Estates/Secretarial & Administration

Anticipated Length of Assignment: All of our roles are technically temporary, though opening assignments can be and often are, extended by clients on a longer term basis and can sometimes become permanent. This opening assignment is for 6 months.

Hours per week: 36 Monday – Friday, normal working hours

Whilst our ads will appear on partner sites such as Indeed, they are also listed - and will appear first - on our own website: Triumph Consultants Limited: www.tclrec.com

• If you would prefer to send a CV straight to us rather than by way of an on-line application, you are very welcome to do so via jobs@tclrec.com but please quote both the job reference and job title exactly as they appear below:

Job Ref: British Council 5086457

Temporary Executive Administration Assistant – Global Estates

Please do try to resist contacting us with requests for progress updates.

We really do read every CV sent to us. All applications will be acknowledged by a human, not a robot, provided the job remains live and provided your CV meets the “Essential Requirements” listed.

Please note that we do our level best to take down ads as soon as roles have been filled. We are not in the business of harvesting CVs.

Important: We will interpret your application as being permission to submit your CV to this role (with the right to represent you) unless you advise us to the contrary.