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Executive Assistant and Events Coordinator

Apply by Monday 12th July 2021

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Job Summary

This is an exciting opportunity to be an executive assistant to the Director of the Coalition for Urban Transitions combined with playing a key role in organizing major events for the Coalition, including its Annual Members meeting (involving over 50 organisations), bi-annual Steering Group and Urban Leadership Council meetings of key thought leaders, and team meetings, such as annual retreats. In this role you will be an effective gatekeeper for the Director, helping to determine and support the management of their priorities, directing traffic and generating order in a dynamic and fast paced work environment.

You will be a confident voice for the Coalition programme and play a key role in ensuring the smooth functioning of our London office. You will actively contribute to creating a culture of openness, respect and collaboration in a relatively young and fast-growing office hosted by C40 Cities at the Bloomberg London Headquarters.

This is a 4 days a week role (24 – 32 hours / week: 4 days a week, 6-8 hours a day, subject to negotiation). Days and time subject to availability.

This position is remote due to the pandemic but will be based with the Coalition team at C40 Cities in the award-winning Bloomberg building in Central London once restrictions have lifted.

Job Responsibilities

Professional Administrative Support to the Programme Director (~40-50%)

  • Effective prioritisation and management of the Director’s diary, including arranging internal and external engagements and travel
  • Prepare and organize meetings including requesting agenda’s, guest registration, meeting room bookings and following up when more information is required
  • Efficiently support the success of the Director’s engagements abroad by planning and arranging travel arrangements, travel packs, and expenses
  • Prepare and monitor monthly expense reports and timesheets taking action to ensure financial objectives are met
  • Play a role in managing a fast-flowing email inbox for the Director, bringing urgent issues and those requiring action to his attention
  • Draft key emails and keep meeting notes
  • Coordinate briefing packs, review PowerPoint presentations, and provide or suggest background materials
  • Prepare effective weekly briefings for the Director to go through his weekly agenda and main priorities providing a clear list of items of discussion and a clear overview of the week and major priorities of the coming weeks
  • Act as internal point of contact for the Director, including ensuring team members provide agenda’s and background information in advance of meetings and that deadlines are well understood and adhered to
  • Ensure timely planning and organizing of management meetings, including exercising judgement to assist in suggesting agenda items
  • Develop a clear schedule of meetings, including keeping track of agenda items to discuss and tracking key actions, for internal calls and other engagements
  • Have a clear understanding of the Director and wider Executive / Senior Management Team’s priorities to inform effective execution of the role
  • Maintain an effective electronic filing system, including recording of official correspondence and maintaining a business contacts database (Salesforce)

Management of Major Events for the Coalition (~30-40%)
You will play a key role in organising some of the Coalition’s most important partnership-related events in its calendar. You will have:

  • Responsibility for project managing the organisation of the Coalition’s Annual Members meeting of ~ 50 organisations to discuss the priorities and forge new networks across the Coalition, leveraging experience and expertise from across the wider Coalition team (this will be held in October this year with support provided to the successful candidate, and mid-2022 the year after)
  • Responsibility for organising bi-annual meetings of the Coalition’s Steering Group and Urban Leadership Council, including helping to structure agenda’s and organize relevant materials for members
  • Responsibility for project managing organization of major internal meetings of the Coalition leadership and core team including annual team retreats and other key meetings

Office Management and General Support (~20%)
You will play a central role in the life of the Coalition’s London team and helping to build a team spirit. Among other things, you will:

  • Helping to create and maintain a physical office space that is pleasant, professional, and conducive to productive behavior including ensuring adequate office supplies; liaising with the building managers to ensure effective maintenance of the office space; and making arrangements for access to hotdesking facilities for visiting staff
  • Take a lead in terms of continual internal process improvement such as ensuring the Coalition team are using consistent Sharepoint systems and regularly reviewing internal meeting structures to ensure they are fit for purpose
  • On occasion, manage longer term special projects such as putting in place new administrative arrangements or organising major meetings on the Directors behalf with a flexible mindset and positive attitude
  • Work closely with the Programme Director to help support visits to London by members of the Coalition or WRI senior leadership

Job Qualifications

  • Bachelor’s degree required
  • Minimum of 2 years of relevant, full-time work experience
  • Previous experience working as an Executive Assistant and / or events management
  • Experience working in a similar field / organisation with a similar core mission (preferred, but not required)
  • Strong organization skills and attention to detail
  • Ability to be flexible and work independently or in a team environment
  • Excellent computer skills in MS Office (Outlook, Word, Excel, and PowerPoint), web-based communications (e.g., Skype, GoToMeeting, etc.), and the Internet
  • Excellent written and verbal communication skills
  • Experience of event organization is a plus
  • UK work authorization is required for all WRI UK opportunities. WRI cannot offer visa sponsorship for this opportunity

How to Apply

Please send us your CV and a cover letter based on the job qualifications and responsibilities required outlining how your skills, experience and approach makes you a great candidate. Applicants must apply through the WRI Careers portal to be considered. Deadline is Monday 12th July 2021.

Potential Annual Salary: £31,020- £ 38,775. Salary is commensurate with experience and other compensable factors.