Assistant, Executive Office

Assistant, Executive Office

Role summary

Are you looking to apply your excellent organisational skills towards effectively supporting the executive office and operations of a sustainability-focused, international not for profit organisation seeking to change business practices at a global scale? We are hiring an office administrator to offer thoughtful, accurate and efficient support to our Executive Office and Operations teams. This is the perfect role for someone who would like to develop and expand their own organisational and logistical skills, while gaining significant exposure to the governance and operations of a small but dynamic international NGO.

ISEAL represents the global movement of sustainability standards, and its members include many of the leading standards and certification schemes worldwide such as Fairtrade, Rainforest Alliance, Marine Stewardship Council, Forest Stewardship Council, Better Cotton Initiative and many others. Our vision is a world in which social, environmental and economic sustainability is the normal condition of business. Read more about us on our website www.iseal.org.

The Assistant will report to the Senior Coordinator, Executive Office and Development, serving as the first point of contact both internally and externally for all matters pertaining to the Executive Office. They will also support the Operations Manager in certain office tasks. The role will give exposure to many facets of not-for-profit organisation management, providing a valuable set of skills and knowledge for a person who aims build a career in not-for-profit/charity or social impact work.

To be considered for this role, you must be an astute, poised self-starter who can thrive in a fast-paced, international setting where sustainability is at the forefront of the mission. You should be able to juggle and prioritise a variety of tasks at any time, be pro-active in your approach and confidently interact with both colleagues and a range of external stakeholders. Ideally, you will have some experience in a similar support function in a not-for-profit environment, though excellent candidates without this experience will also be considered. You are should be excited about the prospect of learning about and supporting the organisation´s back office activities and governance functions, as well as and interacting with a fun team of experts in the field of supply chain sustainability

In return, ISEAL can offer exciting insight into the world of sustainability initiatives, solid skills gained in charity operations and governance, a fun and supportive organisational culture and good opportunities to develop professionally and personally in an international NGO environment.

Responsibilities

Executive Office support

  • Proactively track and identify ways to support Executive Director’s (ED) workload
  • Manage ED´s calendar of appointments with external stakeholders, ISEAL members and internal staff
  • Provide logistical support for meetings of ISEAL governance bodies, including scheduling, communicating with participants, supporting on development of agendas and documents packages, coordinating staff input, sourcing venues and catering, booking equipment, etc.
  • Provide a bridge for smooth communication between the Executive Office and both internal and external stakeholders (e.g., ISEAL Board members, CEOs of ISEAL member organisations, corporate partners, etc.)
  • Provide back-up support for note- or minute-taking during governance meetings and help to ensure that action points are tracked and followed through
  • Coordinate frequent international travel arrangements and provide remote support while ED is travelling
  • Complete expense and credit card reports

Operations support

  • Provide logistical and administrative support to a variety of operations processes (e.g., leave records, room bookings, office supplies, etc
  • Contribute to projects that improve internal operations (e.g. researching options, organising staff consultations
  • Support aspects of internal communications to maintain and improve effective information flow
  • Assist in promote best practice in use of IT, communications and knowledge management systems

Essential Attributes / Skills /Knowledge

  • University degree or equivalent studies in a related field
  • Some experience in a similar role, ideally providing high level administrative support to senior staff in an NGO setting (could be as an intern or placement)
  • Honed organisation skills and the ability to perform and prioritise multiple tasks
  • Confidence in communicating with people at different management levels while displaying tact and professionalism
  • High level of accuracy and attention to detail
  • Strong English writing skills
  • Experience using MS Office and other applications, especially PowerPoint and Excel
  • Familiarity with online communications tools (e.g. Skype, GoToMeeting, etc.)
  • Interest in learning about and contributing to the effective running of an international not-for-profit organisation
  • Commitment to the ISEAL’s mission and the sustainability standards movement

Other Relevant Information:

Salary:

£21,500 – 24,500 depending on experience

Term:

This is intended as a long term position with an initial contract of one year.

Working Hours:

37.5 hours per week

Status:

Candidates should be eligible to live and work in the UK. Evidence will be required.

Location:                             

This position will be based in ISEAL’s London head office.

International Travel:       

The post holder may be required to undertake very occasional international travel including overnight stays.

Annual Leave:                    

25 days pro rata (including office closure between Christmas & New Year)

Equal Opportunities:       

The ISEAL Alliance strives to be an equal opportunities employer and commitment to this process is expected.

​​​​​​​How to Apply:

Interested candidates should submit a current CV and a statement explaining how they meet the selection criteria for the position to recruitment@isealalliance.org, quoting the job title “Assistant, Executive Office”. Specific enquiries about this role and the application process can be sent to the same e-mail address.

The deadline for applications is 12 March 2019, noon (GMT). Initial informal telephone interviews will be carried out shortly after the deadline and in person interviews at our London office will take place w/c 21/22 March in our London office. We regret that we will only be able to contact short-listed candidates.