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Salary- LOCATION: Hybrid · London, UK
- BASIS: (9 Month Family Leave Cover) full-time contract
- SALARY: £52,000 - £61,000 (GBP)
- CLOSING DATE: 8:00pm, 28th Jan 2024 GMT
Job Description
This role provides PA support to the COO including planning, diary management and maintaining high-level internal and external relationships, including with the Executive team and all direct reports of the COO. The post holder is required to be able to work autonomously, however forms an important part of the COO office team, directly reporting to the COO and will work close with the other team members. The EA will take on ad hoc projects in support of the COO and any of the reporting Directors as required.
The PA to the COO will need to be able to anticipate and respond to competing priorities, seeking to improve processes with a solution oriented, transparent and adaptable approach. This role is critical to the smooth running of the PRI and requires someone approachable, with lots of enthusiasm, well-honed communication skills and organisational skills.
Core Responsibilities
- Provide PA support to the Chief Operating Officer including diary management, travel, meeting control, logging contact information on the PRI CRM and expenses and invoices.
- Ensure a proactive and first-class service is provided to the COO including operational planning and delivery and tracking/capturing priorities.
- Act as an ambassador of the PRI, building strong relationships with a wide range of contacts, including highly important external stakeholders and tracking contacts as necessary.
- Prepare and collate information and documentation required by the COO in advance of meetings to ensure she is prepared in advance.
- Deliver ad hoc projects and tasks in support of the Ops Directors reporting as part of the COO Office – Global shared services and CEO
- Social media management for COO
- Coordinating professional memberships for COO
- Support COO Office and Finance Director with management of PRI subscriptions
- Keep a log of participation in high-level events for COO in the ET events tracker, managed by the Leadership Communications Business Partner
- Manage Ops Directors weekly/bi-weekly meeting schedule and keep track of agendas and materials alongside the Directors
- Work with EA of CEO office and other EAs to keep up to date with tracking and supporting ET meetings and actions for respective Chiefs and Directors
- Coordinate Ops annual/quarterly calls/face-to-face meetings
- Venue
- Catering
- Social activities
- Working with Chief and Directors to populate agenda/content
- Work with the Associate of Planning and Operations to ensure the effective running of the PRIs Board and associated Committees
- Work with relevant teams across the PRI in the strategic planning of events, working with others on their delivery as appropriate
- All Together Now
- PRI in Person
- Monday Meetings
- Liaise across the organisation to make maximum use of foreign travel to engage with local signatories and other relevant bodies
- Work on any relevant cross-organisational projects as and when required
Person Specification
- Experience of working as a PA or EA, in a hands-on role
- Experience of building systems and processes to improve workflows
- Excellent organisational skills, able to multi-task, meet deadlines and juggle competing demands
- Excellent attention to detail, including ability to proofread documents and emails and produce work at a consistently high quality
- Excellent written communication and verbal presentation skills, with an ability to apply confidentiality
- A collaborative and consultative approach to working with others at all levels in the organisation, the ability to foster an inclusive working environment
- Excellent interpersonal skills, able to build relationships, both internally and externally
- IT/system skills to an intermediate level (Microsoft Office packages)
- Pragmatic, proactive and solution driven approach
We particularly welcome candidates from under-represented groups, including Black, Asian, and other People of Colour, those with visible or non-visible disabilities, LGBTQ+ candidates and those who are neurodivergent.
The PRI is committed to offering flexibility to our employees, both formal (e.g. part-time work) and informal (e.g. a shift in hours to accommodate caring responsibilities). Please talk to us about how we could make this role flexible for you.
N.B. We reserve the right to close a vacancy before the closing date in the event of an overwhelming response or a change in business priorities.
