IMPORTANT: This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders. Other applicants need not apply.
Earthwatch is an international environmental organisation which engages people in research and education to promote the understanding and action necessary for a sustainable environment. Earthwatch works in partnership with scientists, companies, other conservation organisations, teachers and members of the general public, engaging people in its mission to unlock the potential in people and the environment.
We are looking for a dynamic and efficient member of the team to help us manage our workload, organise our time and be successful in our mission. It is imperative that you enjoy working in a demanding environment and have a natural ability to multitask and prioritise.
This role is a permanent full time position. You would ideally be available to start work in early January.
Statement of Purpose
To provide a comprehensive personal assistant and administrative service to the COO with additional support to her team, which comprises 5 directors based in the UK and the USA.
As a guideline, the time will be allocated approximately 50% between the two areas.
Principal Accountabilities
- Maintain full control of COO’s diary‚ organising and accepting meetings where appropriate
- Handle internal and external calls for COO when she is absent
- Receive and deal with, where appropriate, the COO’s emails and internal/external post, proactively addressing issues, flagging urgent items and anticipating necessary actions
- Manage agendas and preparation of meeting papers and minutes as well as general correspondence for the team
- Organise internal and external meetings‚ international conference calls, videoconference calls and partner meetings; including any travel‚ accommodation‚ itineraries and catering/dining requirements
- Coordinate and manage specific projects and events as required for the team, including team training events, business planning meetings and global program planning events
- Produce high quality PowerPoint graphics for presentations and work with Visio and Microsoft Project (training can be provided for the latter two, you should be well versed already in PowerPoint)
- Ensure partner contact information is kept up to date on our database with relevant contact details
- Organise a comprehensive filing and information management system for the team on the Sharepoint site, to enable collaborative working and efficient information sharing
- Collaborate with other administrative positions across the organisation, particularly the PA’s to the president and the executive vice president
- Liaise with appropriate departments i.e. finance‚ in relation to invoices and expenses
Personal Attributes
The successful candidate will need to be energetic, confident‚ assertive and have the ability to prioritise their own workload and be flexible. You are used to dealing with a wide range of clientele‚ confident in multitasking and prioritising workloads and associated tasks. You are also able to work effectively as part of a team, collaborating with others across the organisation to get projects achieved. A positive can-do attitude is essential.
- Excellent planning and organisation skills – you are able to multi task, and you do not need to be asked to do something twice
- A self starter who works on their own initiative: the ideal candidate will be able to resolve issues and provide solutions rather than referring the matter
- Discreet and trustworthy: you will be working in a very busy and interesting workplace and some of the information you will be handling is of a highly confidential nature
- Resilient and tenacious: able to find ways round obstacles
- Excellent written and verbal communication‚ perfect grammar and attention to detail
Qualifications
- Ideally have a minimum of five years’ experience as a Secretary/Business support
- Accurate copy/audio typing
- Intermediate/advanced level in Microsoft Word & PowerPoint
- 5 GCSEs or equivalent at grades A-C‚ including English and Maths is desirable
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