Executive Assistant, People and Culture

TN United Kingdom; London; On-site; GBP 40,000; Full time

Job description

Executive Assistant, People and Culture, London

Client:

The Children's Investment Fund Foundation

Location:

London, United Kingdom

Job Category:

Other

EU work permit required:

Yes

Job Reference:

9277f4c6b716

Job Views:

4

Posted:

18.04.2025

Expiry Date:

02.06.2025

Job Description:

Main purpose of the role

The Executive Assistant (EA) will provide comprehensive, proactive executive support to the Chief Human Resource Officer and the Directors within the team and administration support to the wider People and Culture team. The position requires broad administrative and executive assistant skills, assiduous attention to detail, flexibility in approach. It is a very fast paced and varied role with the scope to take on more responsibility.

The Executive Assistant will act as the key point of contact for the Executive Director and HR Team, making recommendations where appropriate, to ensure the best use of time for internal and external meetings. The position is privy to confidential information that requires the highest level of confidentiality and judgment. This is an excellent opportunity for an organised professional with excellent communications skills, who wants to be part of an exciting, growing and mission driven organisation.

Role’s responsibilities

• Act as the central point of contact for the Executive Director and HR team in their key relationships with Board and Committee Members, external and internal partners; grantees; peer community and other key relationships.
• Complex diary management.
• Manage inboxes and prioritise accordingly. Manage response expectations as necessary.
• Event planning; including internal team meetings and off sites and planning and co-ordination of high-level meetings, both internal and external.
• Arrange travel for the Executive Director and other senior team members. Work with CIFF travel agents to organise flights, hotels, cars and visas. Occasional organisation of group travel for the team.
• Support in timely processing of expenses on Certify.
• Provide insights to the ED relating to the ‘pulse’ of the foundation to support in the development of a winning culture.
• Undertake projects that support the foundations agenda.
• Support Directors in the team (Director of HR Operations and Director of Employee Engagement), in the form of meeting set up; drafting, collating and distributing papers where necessary and travel and trip preparation.
• Implement efficient systems and processes in order to track delivery of tasks and optimise allocation of resources.
• General administrative duties, including management and support for central administrative tools for the team, such as FLUXX, budget, pipeline, portfolio and HR tools.
• Provide support to the CHRO.
• Work as a team with other EAs and local office management to support smooth running of the office infrastructure, including assisting with high workloads and when there are absences.
• Assist Employment Engagement with the organisation of Team Takeovers.

Membership of the team

This role does not hold line management responsibility but is an integral member of the HR Team. We expect all employees to demonstrate good leadership behaviours; this includes adopting a coaching approach with colleagues to help build skills, confidence and capability in particular areas, processes or procedures.

As required, support on the planning and coordination of inductions for new joiners to the team and also the wider EA/Team Assistant Team across the organisation.

Requirements

Skills & Experience

• Strong administrative experience, working for senior executives in a busy and complex environment; good experience as a scheduler or manager of executive time.
• Strong interpersonal skills – engages with others to get the best out of them and works well as part of a team.
• Demonstrates professional, sound judgement and the highest ethical standards, confidentiality and personal integrity.
• Exceptional organisational skills; able to be flexible as priorities and needs change, and works well under pressure.
• Excellent attention to detail.
• English is CIFF’s business language – we expect all of our people to display outstanding verbal and written communication skills across all aspects of their role.
• Capacity to work in a range of cultural and socio-economic contexts, adapting style and approach appropriately and in a culturally sensitive manner to maximise effectiveness.
• IT proficiency – must possess strong Microsoft skills, particularly in Outlook, PowerPoint, Excel and Word, and have the ability to learn new packages, when required.
• Ability to work well independently, a motivated self-starter with good problem-solving skills.
• Numerate, with a good understanding of basic budget processes.

Key working relationships

• The Executive Team, The CEO Office, their EAs and local office management within CIFF.
• Established points of contact across all CIFF programme teams and functional teams (e.g. finance, HR, legal).

The starting salary for this role is GBP £40,000 per annum.

Alongside a competitive salary, we offer a generous benefits package here at CIFF that includes, but is not limited to the following:

• Annual leave - 25 days per annum. Increasing by 1 day after each year of service, to a maximum of 30 days.
• Training allowance.
• Life insurance.
• Medical insurance.

Please submit your application on or before 25th April 2025. CIFF reserves the right to close the job advert early if we receive a high number of suitable applications.

Our approach to Diversity, Equity and Inclusion

CIFF is a place where everyone can grow, develop and fulfil their potential, and we welcome applications from all candidates who meet the requirements of our roles, regardless of their sex, gender identity, sexual orientation, race, national origin, cultural or ethnic background, disability, marital status, religious identity, or age.

And we are committed to making reasonable accommodations for any prospective or existing CIFF employees with disabilities. If an accommodation is needed to participate in our recruitment process, or to perform essential job functions once in role, please make your recruiter aware so we can ensure you are given the support you need.

Please note that if you are NOT a passport holder of the country for the vacancy you might need a work permit. Check our Blog for more information.