Management Team assistant

(Maternity Cover)

Position Description

About the organisation

The International Business Leaders Forum works with business, governments and civil society to enhance the contribution that companies can make to sustainable development.

Founded by HRH The Prince of Wales in 1990, we are an independent, not-for-profit organisation currently supported by over 100 of the world’s leading businesses.

IBLF provides strategic counsel to companies to enable them to understand and respond to the development challenges that they face, particularly when operating in transition and emerging economies.

As well as managing a number of programmes that provide businesses with opportunities to directly enhance their impact on society, IBLF helps businesses connect with other organisations and develop successful cross-sector partnerships.

IBLF has worked in over 90 countries and has offices in Russia, China and India. Our work benefits from long-term relationships with regional networks across the world, many of which IBLF has helped to establish or strengthen.

About the position

This position will be responsible for coordinating and reporting management information relating to IBLF’s Corporate Partner (CP) activity for the CEO as well as supporting the management team.

Accountability

To CEO and members of management team

Key Responsibilities.

Corporate Partner administration - Provide weekly reports on CP matters including:

  • Status of invoices and money received
  • Media reports related to key CPs
  • Update on current work with CPs
  • Status/outcomes of any actions arising from previous meetings between CEO and CPs
  • Prepare the CEO for each CP meeting by providing briefing document
  • Work with CP team to research background information on target companies for recruitment by London and regional offices
  • Following each CP meeting take ownership of the action points from the meeting and ensure they are allocated and completed on time. This will involve liaising with senior staff throughout the organisation
  • Following debrief with CEO, update IBLF’s knowledge management system (RKMS) with meeting notes and key action points
  • Ensure RKMS holds comprehensive information/knowledge about corporate partners and their engagement with IBLF
  • Track, record and report on the progress of target Corporate Partners through the pipeline

Act as “Chief of staff” to the CEO. In this role the assistant will be the extra pair of hands that allows the CEO to get things done. It requires significant interaction with the rest of the management team and other senior staff

  • Meet with CEO weekly to plan and prepare for internal and external meetings, thinking through in advance what the CEO will need
  • Attend the weekly management meetings, taking and circulating clear minutes. Taking ownership of ensuring the action points are completed on time by senior staff
  • Take ownership of internal processes and understand their impact on CEO diary and “to do” list, eg budget and business planning, staff events
  • Take ownership of the creation of key presentation material such as the board presentations. Working with the CEO and management team to prepare the materials and performing all edits
  • Manage inbox, responding as appropriate to external mails. Ensure CEO is aware of and has responded to priority external mails.
  • Act as main point of contact for Board members on behalf of CEO. Preparation of Board meetings, all logistics, materials, follow up and minutes. Take minutes of meetings when required
  • Deal with confidential information with discretion and diplomacy
  • Any other duties that may be required from time to time

Provide administrative support to the managementteam, including CEO

  • Effective diary management, requiring interaction with both internal colleagues and external business leaders and assistants, to manage a variety of complex meetings and ensure that meetings and travel are scheduled effectively and appropriately
  • Management of travel arrangements for team, including flights, accommodation, itineraries, currency and visas. Ensuring that all management team are provided with clear briefs, contact numbers, maps and visa information as required.
  • Ensure any changes to travel and the knock on implications are swiftly and effectively dealt with
  • Preparation of expense claims and reports provided to staff to enable personal reconciliations

Skills, experience and characteristics

  • Demonstrable high level organisational and administrative skills, attention to detail,high level of professionalism, able to handle and prioritise multiple tasks and competing demands, maintain high quality standards and meet deadlines
  • Problem solver not problem raiser
  • Takes initiative without needing to be asked
  • Highly effective inter-personal skills, with ability to communicate effectively with a wide range of people at different levels of seniority and from different cultures and backgrounds
  • Excellent communication (written, spoken, including handling telephone) and sound numeracy skills. Foreign languages an advantage.
  • Excellent IT skills: Microsoft Office and database, desktop publishing skills an advantage. Power point experience essential
  • Motivated, bright, sensible outlook and quick to learn
  • Self-assured, resilient, sense of humour, sensitive to others’ needs
  • Able to work independently with little or no supervision
  • Flexibility and ability to respond quickly and adequately to new sets of priorities
  • Awareness of the need for confidentiality

Remuneration

Salary will be c£28–32K, depending on skills and experience. In addition, IBLF offers excellent staff benefits including:

  • Personal Pension Scheme (5% contribution)
  • Life assurance
  • Excellent annual leave
  • Childcare vouchers
  • 24 hour Employee Support Programme
  • Travel and cycle loans
  • Health & Society benefit – choice of two days paid volunteering leave or £150 towards a health benefit
  • Family-friendly policies

This is a maternity cover role, to commence mid-April for up to 12 months.

To apply, please send CV and covering letter, explaining how your skills and experience meet our requirements, to

Closing date:March 14 2012

Interview date:Weeks commencing March 20/27 2012

IBLF Job Profile: Management Team Assistant (Maternity cover)February 2012