Executive Assistant And Administrator - Climate Governance Initiative

Executive Assistant and Administrator - Climate Governance Initiative An exciting opportunity for an experienced administrator to join the Centre for Climate Engagement team at Hughes Hall to support the Climate Governance Initiative a unique and growing global platform for boards run in collaboration with the World Economic Forum. Job Title: Executive Assistant and AdministratorDepartment: Centre for Climate Engagement, Hughes Hall, University of Cambridge Reporting to: Head of Operations, Climate Governance InitiativeContract Type: Full time to 31 July 2025 Probation Period: Six Months Salary Range: Grade 6, SP37-40 (£32,332 to 34,980) Hours of Work: 37.5 hours per week (Monday to Friday) Blend of office and home-working; pattern to be agreed. Annual Leave: Annual paid leave of 25 days plus public holidays. Medicash Healthcare Plan: All staff members have access to the College s Medicash Healthcare Plan Mental Health Peer Support Programme: All staff members have access to the College s Mental Health Peer Support Programme, supporting Mind s Mentally Healthy Universities initiative Pension Eligibility: The College offers membership of a contributory pension scheme. Subject to your age and earnings level, you may be eligible for auto-enrolment into the scheme and you have the right to opt out at any time. Job Purpose The role of the Executive Assistant and Administrator is a key position within the Operations Team of the Climate Governance Initiative (the Initiative). Reporting to the Head of Operations, and supporting the work of the Team Coordinator, the role works to ensure the smooth running of the Initiative. The role holder provides administrative, communications, financial and secretarial support to the Director and the Executive Team of the Initiative. Specifically, this involves supporting the coordination and monitoring of the Initiative s operations and liaison with key personnel, including the Director, the Head of Operations, the Executive Team, partners, stakeholders, and the Initiative s funders. In addition, the role will require liaison with the College Finance Office as well as the Centre Manager and the Director of the Centre for Climate Engagement. The Executive Assistant and Administrator is expected to assess and respond to issues, and to refer more complex queries as appropriate. The role holder is the first point of contact for external enquiries to the Initiative. The role holder will manage the Director s diary and travel arrangements, and those of the Initiative s Leadership Team. Main Duties Executive Assistant - Manage the Director s diary, balancing competing priorities and understanding the need for the degree of flexibility that is required within a busy schedule. - Arrange meetings and make travel arrangements, draw up itineraries, arrange accommodation, liaise with host organisations within the UK and overseas as necessary. Make accommodation arrangements for the Initiative s visitors to Cambridge, as required. - Ensure the Director s office correspondence is processed in a timely manner, balancing the need for both accuracy and speed of production. - Draft correspondence on behalf of the Director as appropriate, liaising with colleagues across the Initiative as necessary. - Ensure the smooth running of the office and that secretarial and other administrative work is produced to a high standard and within set deadlines. Finance and Purchasing - Collate and organise submission of credit card returns and expense claims to the Finance Office. - Prepare and collate financial information relating to Initiative projects, for review by the Head of Operations and/or the Centre Manager of CCE. - Administer procurement of facilities to support meetings and workshops, publicity materials and other products and services connected with Initiative activities, including allocation of costs to relevant tasks. - Order and purchase of consumables and other items as required. General Administration - Act as the first point of contact on administrative matters for the Initiative. - Working with the Centre Manager of CCE, organise recruitment and advertise posts completing forms with required information, contacting and liaising with central HR to place advertisements, monitoring costs of advertising and escalating as appropriate. - Coordinating with Human Resources on recruitment, collate CV s, provide information to candidates, respond to applications, questions and notifications. Coordinate with Human Resources, the Head of - Operations and the interview panel to arrange interviews. - Administer and document the Initiative s projects. - Support the process of branding and trademarking through providing the necessary administration and records. - Support the Director, Head of Operations and Operations Coordinator to produce and collate Initiative reports for both internal and external consumption. Liaison, Meetings and Initiative Operations and Group Meetings - Liaise with people at all levels internally and externally, quickly establishing rapport and credibility and providing additional information as required. - Be the first point of contact for all general matters concerning any partner, stakeholder, and any of the funding bodies. - Maintain meeting calendar, issuing e-mail reminders of meetings. - Ensure timely responses to all requests to the Initiative, and organisation of meetings and conference calls as needed. - Support the Head of Operations and the Operations Coordinator in planning meetings of the Initiative s Groups, Committees, and Boards as well as taking minutes and distributing them. - Coordinate the gathering and preparation of information from partners and stakeholders for dissemination through the website, newsletters etc. Communications and Engagement - Support Initiative s Communications and Engagement teams by updating the Initiative s website and maintaining the Initiative s social media presence (Facebook, Twitter etc) as required. - Proof-read articles for the website and the newsletter. - Administer events, seminars and workshops associated with the Initiative. This will include the identification and booking of venues, budget and cost management, coordination of speakers, delegates and hosts, and the compilation and dissemination of conference proceedings and other documents. The above is not an exhaustive list of duties. The post-holder may be asked to take on different tasks as required. All employees are expected to work collaboratively to support the overall work of the initiative. The Executive Assistant and Administrator will be required to work on site but may also work for part of the week remotely. Currently, Monday is the Initiative s all team day. Working pattern to be agreed with the Director. Given the global nature of the Initiative, the role will require some flexibility on working hours outside of standard office hours. Person specification Education and Experience Educated to at least A-level standard with good GCSE s or equivalent in Maths and English (or equivalent) - Essential Experience as a group administrator or as an Executive Assistant - Essential Competence with standard IT packages, including databases, spreadsheets (Intermediate Excel), word processing (Advanced Microsoft Word), PowerPoint, web and e-mail clients - Essential Experience of working in busy environments, balancing the demand of internal and external stakeholders - Essential Up to date knowledge of office and secretarial systems, practices and procedures - Essential Experience drafting correspondence, reports, agenda and minutes, including researching, preparing and coordinating briefing notes - Essential Significant experience of executive support and diary management - Essential Experience of planning and organising internal events and meetings, and of supporting team members with large-scale external events - Desirable Experience of using website and social media for communications purposes, or ability to learn these skills quickly - Essential Skills and Abilities Good numerical skills and an understanding of budgets - Essential Strong organisational skills with close attention to detail - Essential Effective and efficient time management skills including the ability to prioritise in the face of competing demands, work to short timescales and deadlines - Essential Ability to manage workloads and be adaptive to last minute changes - Essential Diary management and ability to plan and organise events and meetings - Essential Ability to keep up to date records in an appropriate form - Essential Meticulous proof-reading skills - Essential Ability to work independently without supervision and collaboratively as part of a team - Essential Ability to respond to queries on behalf of a senior manager without their direct involvement - Essential Ability to maintain confidentiality at all times, handling sensitive information with tact and discretion - Essential Excellent communication and listening skills, and command of the English language - Essential Efficient and welcoming whether in person or using other communication tools - Essential Ability to communicate effectively (written and spoken) with people both internally and externally form all levels and a wide range of backgrounds, cultures and experiences. - Essential Ability to travel occasionally within UK - Desirable Understanding or interest in the international climate change agenda and corporate climate action. - Desirable The closing date for applications is 20 February at midday (GMT). Interviews will be held at Hughes Hall, Cambridge in the week commencing 4 March 2024. . click apply for full job details