Executive Assistant

Executive Assistant

Location: Hybrid - Able to travel to Cambridge/London, as required

Salary: £35,000 - £38,000 per annum

Working Hours: Full time, 37.5 hours per week

Contract: Permanent

Start Date: Immediate

Have you got what it takes to be our new…. Executive Assistant at IELTS?

As the IELTS UK Executive Assistant, you will work closely with the General Manager and Business Support Manager in shaping and professionalising the organisation’s enabling services. In this dynamic role, you will support the administration of a diverse range of business support services, enabling key resources to focus on core delivery. You will play a key role in ensuring procedures are followed to facilitate governance in this complex multi-partner organisation.

You will ensure the smooth day-to-day running of the IELTS office environment through the implementation and maintenance of processes and procedures to ensure that the team (as a whole) can work in the most efficient way possible; and to administer and facilitate the effective operation of key governance forums, processes and procedures and the IELTS UK senior team.

This role requires the ability and willingness to work outside of UK core hours, for example early mornings or later in the evening to accommodate time zone differences. The role will be expected to carry out additional tasks as directed by your line manager or another senior member of IELTS UK / the IELTS partnership.

Who are we?

The International English Language Testing System (IELTS) is the world’s most popular high-stakes English language proficiency test for study, work and migration with almost four million tests taken in the past year.

IELTS is jointly owned by the British Council, IDP: IELTS Australia and Cambridge Assessment English. As internationally focused organisations, we are committed to academic excellence and cultural understanding - ideal providers of international English testing.

What you’ll be doing…

• Work with the General Manager, Chair of the IELTS Board, IELTS Executive Committee and US Board to agree the agenda and ensure that all Board papers are circulated as per the agreed timelines.
• Plan and operate governance / sub-committee schedules.
• Organise board and sub-committee governance meetings including logistics and agendas.
• Collate and distribute supporting papers.
• Attend governance meetings to take minutes and provide on the day operational support.
• Maintain the decisions, actions log, and risk register for each meeting, and follow up on actions to ensure they are completed in a timely manner.
• Act as a central point of contact for inquiries, requests, and information dissemination within IELTS UK.
• Liaise with diverse stakeholders to facilitate smooth communication.
• Prepare letters, presentations, spreadsheets and reports.
• Manage documents and databases and maintain document filing systems.
• Diary management will be a key part of this role, coordinating meetings across the various organisations in the IELTS partnership.
• Provide high-quality operational and administrative support including diary management to the General Manager and the wider IELTS UK team.
• Organise meetings, company events and conferences, including booking transport and accommodation and supporting on the day to ensure meetings, events and conferences are run as planned.
• Attend meetings with senior management and take minutes
• Provide additional support to Business Manager as required.

This job is for you if you are...

• A minimum level of education to A Levels or equivalent.
• A business degree or equivalent would be advantageous
• Proven experience as a senior administrator, Executive Assistant or similar role.
• Proficiency in Microsoft Office systems (Word, PowerPoint, Excel, Sharepoint etc).
• Ability to work with IT systems to improve efficiency in the office eg identifying solutions for the coordination or access to calendars, and other tools to improve ways of working within IELTS UK and with our partners.
• Experience of organising meetings in a complex environment, agenda setting, minute taking and working in a Board or Committee environment.
• Experience of working with and to a variety of senior stakeholders.
• Experience in supporting senior management or executives is advantageous.
• Experience working with complex processes and systems.
• Experience of working in a confidential environment and meticulous about confidentiality.
• Some project management experience is desirable.
• Some knowledge/experience of the IELTS ecosystem (product, customers, partnership) is desirable.
• Exceptional interpersonal skills with the ability to interact professionally with diverse stakeholders.
• Flexible and able to adapt to business requirements.
• Demonstrated discretion and confidentiality in handling sensitive information.
• Adaptability and willingness to take on varied tasks as needed.

For applications, please ensure you also include a cover letter within your application to be considered for the opportunity. We are looking to hold interviews the week commencing 3rd June 2024.