We are hiring for a Team Executive Assistant (Deadline 21 February)



SUMMARY:


Job title: Team Executive Assistant

Type: Full-Time

Reports to: Operations Manager and Strategy Adviser (who is based in Sweden, so this would mostly be a remote working relationship.)

Salary: £25k to £40k, depending on experience. However, we would be open to considering a higher salary for a truly exceptional candidate. If you are interested in this position but the salary is a barrier to applying, please get in touch with our team to discuss.

Benefits: A generous benefits package which is currently under development and will likely include a pension contribution scheme (up to 7% employer matched contribution), life insurance, generous parental leave entitlements, a £3,000 annual grant for your learning and development, gym membership and a cycle to work scheme.

Location: Westminster

Travel requirements: Four days per week (subject to Covid-19 guidelines), with the option to work from home on Wednesday if desired. Other UK-based team members work between one and four days per week in the London office and the rest of the time from home.

Start date: ASAP

Application form: Apply Here

Deadline: 11 pm London time, Sunday 20 February 2022


The Centre for Long-Term Resilience is hiring a full-time Team Executive Assistant to support our six-person team (five based in and around London, and one based in Sweden). We are looking for a proactive, detail-oriented person, who is hungry to learn and passionate about helping free up the time and resources of the other team members. You will be working with our team at our office in the heart of Whitehall.


FULL DETAILS:


About CLTR

The Centre for Long-Term Resilience (CLTR) is a UK-based think tank that focuses on three of the most crucial long-term challenges of our time – the safe development of AI, pandemic preparedness, and improving how governments manage these types of extreme risks. We recently launched our first report Future Proof, co-authored by Oxford’s Toby Ord (author of The Precipice) and received coverage in The Times, The Telegraph, Sky News, Wired and UnHerd.


In our first two years, we have helped bring these challenges to the attention of senior policymakers in Westminster. The UK’s recent Integrated Review highlighted the need to boost resilience to catastrophic-impact events. Extreme risks appear to be a vital theme of the Government’s upcoming National Resilience Strategy. As the UK begins to develop its longer-term policy response to Covid-19, there is now an excellent opportunity to transform the country’s resilience to the full range of extreme risks we face.


Key Functions

The fundamental purpose of the role is to provide the CLTR team of six with the administrative, operational, research and office support they need to maximise the value of their time and opportunities. This role will be vitally important as it will dramatically increase the productivity and impact of the team.


While a significant proportion of the role is administrative in nature, some aspects of the role can be adapted to the strengths and interests of the successful candidate. For instance, while some level of research support will be essential, we can try to provide more of this kind of work in the medium and longer-term if of interest provided all administrative support required is completed alongside this.


The successful candidate will:


Administrative and operational support

NB, We anticipate that this type of support will constitute approximately 80% of the overall role.

  • Schedule internal and external meetings and poll the availability of attendees (e.g. via Doodle poll or otherwise)

  • Process administrative bills, invoices, and other payments or purchases

  • Import data into Salesforce

  • Produce template emails and internal operational documents, including Google Sheets

  • Help ensure that our external-facing documents, such as Google Slides presentations, donor reports and policy briefs, are well-formatted and presented (design skills are welcomed)

  • Undertake internal data collection (e.g. surveys of our stakeholders) to help monitor our progress

  • Assist with new staff and intern onboarding and offboarding, including helping new team members to learn new IT and other internal systems

  • Troubleshoot systems and admin issues for the team, including through the creation of ‘how-to’ videos where appropriate

  • Manage travel logistics and expenses for the team

  • Manage the room booking and setup for external meetings, including signing in and meeting visitors

  • Produce, manage and distribute the CLTR newsletter each month

  • Help organise occasional events, such as retreats, workshops and seminars, alongside our communications agency.

Research support

The successful candidate will provide light-touch research assistance to support CLTR’s policy development and policy engagement, including:

  • Compiling basic literature reviews and identifying relevant sources to support projects

  • Summarising and synthesising findings from research papers, reports, or other documents

  • Copy-editing, copywriting, and fact-checking

  • Carrying out (non-scientific) background research and presenting findings

  • Helping produce documents, briefing papers, reports, and presentations.

Facilities management

The successful candidate will ensure a comfortable, well-stocked and well-organised office in our co-working space by:

  • Serving as principal liaison with coworking space building management and outside vendors

  • Ensuring the functionality, comfort, safety, and efficiency of the physical office environment

  • Maintaining the appropriate amount of administrative supplies and materials

  • Providing support around Health and Safety aspects to office management

  • Basic IT support and maintenance.

Skills and Experience Required

The successful candidate will have:

  • A minimum of two years’ operations and/or Executive Assistant experience

  • A genuine passion for the administrative and operational side of the role, and in particular for saving colleagues’ time and making systems work for people

  • Outstanding attention to detail, especially in preparation and formatting of written work

  • Exceptional organisational skills, with an outstanding ability to manage up and down the organisation

  • Excellent use of tools and systems like Trello, Slack, Google Suite and Salesforce

  • The ability to juggle several competing priorities in a high tempo environment and prioritise effectively between them

  • An action-oriented, self-motivated and reliable approach with a keen ability to problem-solve and take initiative

  • Excellent verbal and written communication skills

  • Excellent interpersonal skills, able to communicate efficiently in a calm and professional manner (and will often be one of the first points of contact our stakeholders have with CLTR)

  • Comfort with the fact that they will sometimes (perhaps as much as one day a week) be the only person in the office

  • The ability to maintain a high level of confidentiality and discretion at all times

  • Excitement about working for a relatively new organisation whose processes are developing as we grow the team

  • The ability to help drive a positive team culture

  • Directness and openness in giving and receiving feedback

  • Strong interest in, and commitment to, CLTR’s overall mission and values.

We want the best people and we don’t want biases holding us back. We strongly encourage people of every colour, orientation, age, gender, origin, and ability to apply. If you think you have what it takes to be successful in this role even if you don’t check all the boxes, please apply. We’d appreciate the opportunity to consider your application.


Location and Travel Requirements

The successful candidate will be expected to attend our central London office in Westminster four days per week (subject to Covid-19 guidelines), with the option to work from home on Wednesday if desired. Other UK-based team members work between one and four days per week in the London office and the rest of the time from home.


Salary and Benefits

£25k to £40k, depending on experience. However, we would be open to considering a higher salary for a truly exceptional candidate. If you are interested in this position but the salary is a barrier to applying, please get in touch with our team to discuss.


The salary comes with a generous benefits package which is currently under development and will likely include a pension contribution scheme (up to 7% employer matched contribution), life assurance, generous parental leave entitlements, a £3,000 annual grant for your learning and development, gym membership and a cycle to work scheme.


It also comes with a commitment from CLTR to care deeply about your wellbeing, career development and overall experience working with us.


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