Executive Assistant Project Manager

FILE; Greater London; Remote; GBP 50,000 - 60,000

Job description

Location: London (remote working within the UK is possible)

Hours: Full-Time or Part-Time (5 days or 4 days a week)

Remuneration: £50,000 - £60,000 - depending on experience

Contract: Permanent

About FILE

The Foundation for International Law for the Environment (FILE) is a not-for-profit philanthropic organisation working to accelerate legal action on climate change.

Through grant-making and in-house legal expertise, we empower our partners to deliver strategic, innovative legal interventions and we support lawyers in their own countries to bring their own cases.

Legal action can unlock the systemic changes in finance, policy and social systems needed to protect all of us from climate change. The power of the law is both direct (changing policy and practice) and indirect (signalling the wider shifts taking place across these systems).

FILE is a ‘regrantor’ - this means we do not bring legal action in our own name. We receive grants from our philanthropic donors (a small group of like-minded climate foundations) and make onwards grants to partners who align with FILE’s charitable aims and purposes. We do not seek to make any profit from our activities either in a relevant financial year or in the longer term.

The Role

The Executive Assistant and projects coordinator provides high level administrative and strategic project support to a Senior Leadership Team Director and their global team. The EA will independently manage the Director's diary and daily operations with minimal guidance. They are the backbone of efficient communication, seamless scheduling, and the coordination and execution of essential tasks and projects. Done well, this role will ensure internal projects are implemented with precision and will optimise the Directors time.

Key Responsibilities

Executive Support/Leadership Support

• Comprehensive diary management: ‘Own’ the Director’s calendar and schedule, ensuring efficient time management and prioritisation of critical activities. This includes managing a complex, multi-time zone schedule, arranging internal and external meetings, and ensuring all logistical details, preparation and communications are organised well in advance.
• Leadership support: Ensure the Director is well prepared to support their team and collaborate effectively with the wider organisation. This includes attending team meetings alongside (or in place of) the Director, ensuring the Director is kept updated with key team updates and priorities, liaising with direct reports to ensure the Director is completing key tasks within deadlines, and supporting one-to-one meetings to ensure the Director is addressing team and direct report priorities and queries.
• Time management: Manage and triage workflow on behalf of the Director including organising and strategically planning the Director’s time to ensure they are able to meet key organisational and leadership deadlines/timelines.
• Document preparation: Pro-actively draft and prepare documents on behalf of the Director. This will include liaising with various stakeholders to develop project plans, memos, agendas, presentations, and reports, including portfolio/strategy review meetings and Director and Board level reviews.
• Email management: Manage the Director’s inbox, handling and prioritising correspondence efficiently, including drafting emails, responding to queries, managing follow-ups and flagging urgent emails and/or actions.
• Travel: Arrange travel itineraries, accommodation, and logistics for the Director.

Project Management

• Assist in the planning, execution, and tracking of key initiatives, ensuring milestones and deadlines are met. This includes coordinating across the strategy and wider FILE team and updating the Director on progress.
• Lead the coordination of cross-functional meetings and workshops, including preparing agendas, taking minutes, and tracking action items.
• Support the development of team documents, such as internal planning documents and external facing donor materials.
• Maintain and update key project management tools and dashboards to ensure visibility and alignment across teams.

Strategy Team Coordination and Administration Support

• Provide general administrative support to the team including scheduling meetings, preparing agendas, taking minutes, arranging catering.
• Act as the key contact and focal point for the strategy team.
• Arrange travel itineraries, accommodation and logistics on behalf of Strategy Team members as and when necessary.
• Coordinate new hire inductions with the Director and Strategy team, working closely with HR and the Office Manager to ensure onboarding runs smoothly.
• Represent the strategy team in any cross-organisational change management projects.
• Collaborate with the Executive Assistants team, taking initiative on coordinating diaries, providing cover, sharing best practices, and contributing to building an effective communications network and support team.

About You

We know that long lists of criteria can be discouraging and that some candidates will not apply for a role unless they feel they are 100% qualified. If you feel you meet at least some of the essential criteria, we still encourage you to apply.

We also recognise that skills and experience can be gained in unexpected places, so we welcome applications from candidates who feel they have relevant skills for the role, gained from a wide range of professional, lived and learned experiences.

Essential Criteria

• Calendar and schedule management
• Email management
• Travel coordination
• Event and meeting planning
• Project management
• Problem solver & strategic thinker
• Effective communication
• Time management and organisation
• Attention to detail
• Collaboration and relationship building
• Confidentiality and handling sensitive information

Location

FILE has offices in London and the Netherlands. This role will be advertised for candidates based (and with the right to work) in the UK and elsewhere in the Netherlands.

Therefore, please note that this role will be advertised in multiple locations, but we are only hiring for one position. Please apply to the job post for your preferred location.

Working for FILE

FILE is a collaborative community of individuals who share a passion for climate, nature, and justice. We bring together knowledge and experience to support our mission.

Our people are empowered to lead their work both individually and as part of a wider team in order to make impactful change. As a relatively young organisation with the ambitious mission to change global systems, our roles are ideally suited to those who are highly strategic, flexible and adaptable, and open to growing in line with the Foundation.

FILE is committed to challenging inequality and values diversity, equity and justice in all areas of life. Our mission, work and impact is global, with staff and partners from across the world and a range of lived experiences. We firmly believe that we are strengthened by the diversity of our partners and staff.

At FILE, we actively work to create an inclusive culture where colleagues feel welcomed, heard and supported to succeed and thrive.

How FILE Supports Its Staff

FILE is committed to creating a workplace that supports our staff to do their best work and develop professionally. FILE offers a generous annual leave policy and additional time-off work to support wellbeing. Amongst other benefits, FILE offers private healthcare and a contribution to a pension scheme.

FILE is committed to fostering an inclusive workplace where everyone feels valued and empowered. We welcome applications from individuals of all backgrounds and encourage candidates who can contribute to the diversity of our team to apply.
Join us in making a tangible difference in the fight against climate change by creating spaces where diverse voices come together to drive impactful solutions.

Applications

Please apply on our website and upload your CV. This role is open for applications immediately and we accept applications on a rolling basis. If you are interested, we encourage you to submit your application as early as possible. The role will close on the 28th of March.

Diversity & Inclusion

As an equal opportunities employer, FILE is committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership.

We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join FILE.