Executive Assistant to the Deputy Director General
Salary circa £35,000 - £40,000
Permanent
IB (International Baccalaureate) Global Centre, Cardiff
Hybrid working opportunity, 2-3 days per week in the office
About the IB
If you're looking to work for a global organisation with a meaningful mission, and with colleagues all over the world, then the International Baccalaureate (IB) may have the ideal opportunity for you! The International Baccalaureate provides world-class educational services to over 5,500 schools across 159 countries. A career at IB is not just a job; it’s an opportunity to work with an innovative world leader in education services and contribute to our 50-year mission of creating a better and more peaceful world. Apply now to join our global organisation where we empower our employees to thrive and make a difference.
About the Job
As an Executive Assistant you’ll provide executive and operational assistance to our Deputy Director General, whose role is to support our Director General in the implementation of IB Strategy. You will be the primary point of contact for all internal and external stakeholders regarding matters pertaining to the Deputy Director General.
Key Responsibilities
1. Coordinating complex scheduling and managing of the Deputy Director General’s calendar, deadlines and business correspondence.
2. Organizing international business travel and logistical management of meetings. Accountable for managing expense claims and maintaining accurate expense records.
3. Assisting the Deputy Director General with preparation for business meetings to include gathering and composing predatory files.
4. Minute taking during meetings (when required) and subsequent distribution of follow-up communication.
5. Planning and scheduling meetings or small events based on the requirements of the Deputy Director General
6. Gathering and composing information from various sources to verify and analyse information for use in documents such as emails, letters, memos, reports, speeches, presentations speeches, presentations and news releases.
7. Maintains (digital and paper if appropriate) archives, filing correspondence, documentation and files, including confidential and sensitive material
8. Supplies and gathers information, at the request of the Deputy Director General, to and from others, including external bodies.
About You
9. Proven experience in an administrative role supporting upper management / executive level as an Executive Assistant or Personal Assistant.
10. Excellent organizational and time-management skills. Ability to anticipate potential needs and requirements of colleagues.
11. Collaborative and constructive attitude.
12. Curiosity in developing your understanding of people and the organization further.
13. Excellent computer skills and proficient with office MS Office tools (. Microsoft office 365, Power Point).
14. Excellent written English with proofreading skills and excellent attention to detail.
15. Written fluency of additional languages (particularly French) would be beneficial, though not essential for the role.
In addition to your salary, we offer an attractive range of benefits including:
16. 10% employer pension contribution from the first month of your employment (minimum personal contribution 3%).
17. Enhanced family friendly benefits.
18. 25 Days annual leave, plus public holidays, with the option to buy up to 5 days additional annual leave.
19. Life assurance 4x annual salary.
20. Paid volunteering leave.
21. Excellent continuous professional development; ability to undertake formal education paid by the IB after initial length of service requirements met.
22. 1.5% Flexible benefits allowance.
23. Health and wellness schemes.
24. Cycle to Work scheme.
25. Discounts on a range of products, including days out.
26. Cash back opportunities available from a wide range of retailers.
27. Employee Assistance Programme.
28. Free on-site car parking.
About the application process
The interview process is structured to be comprehensive and will involve three stages. The initial round will be held by our UK HR Associate Manager for Talent Acquisition, and will assess the candidate's qualifications and fit for the role. The second stage will be held by key stakeholders and colleagues for the Executive Assistant, leading up to a final interview with the Deputy Director General. Candidates will be provided with full information regarding the structure of the interview and any required tasks to be completed upon invitation to the next round.
Applications will be accepted until 19 May 2024.
We are committed to building a working environment that values respect, diversity, and compassion. The International Baccalaureate is proud to be an equal opportunities employer and we welcome applications from all suitably qualified applicants.