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Executive Assistant, Executive Management Team

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Details

Country
 United Kingdom
Language
 English
Specialization
 Administration
Entry Option
 Job
Application Period
 December 19th, 2015 to January 31st, 2016
Tags

Description

Position Summary Teach For All is seeking an Associate, Executive Management Team to support the Chief Operating Officer, the Vice President, Strategy & Governance, and the Chief of Staff, Senior Team by providing key logistics and administrative support to ensure the Executive Management Team (EMT) is able to operate efficiently and effectively. The Associate, Executive Management Team will own daily administrative work including the management of calendar, tracking team-wide finances, planning travel, and planning meetings and retreats. This position offers a unique opportunity for an individual who is very detail-oriented and highly organized, and who is excited by planning and executing complex projects across teams and functional areas in a fast-paced environment. The right candidate is one who has a proven ability to work effectively across contexts and navigate ambiguity with ease, manage multiple streams of work simultaneously, and proactively prioritize. The Associate reports directly to the Chief of Staff, Senior Team. Outcomes An effective Associate, Executive Management Team will: · Manage the Chief Operating Officer’s calendar in a way that leads him to spend minimal time on logistics and drives productivity in his work · Oversee and work both across teams internally and externally to coordinate meetings of our governance bodies, including the Senior Team · Ensure all details related to planning travel and meetings are managed seamlessly and both cost and time efficient · Ensure team-wide expenses are submitted correctly and on time, as well as properly tracked against the budget · Ensure staff across the organization can find and access key documents through effective management of our Intranet and document management systems Responsibilities The Associate, Executive Management Team will work to: Provide administrative support to the Chief Operating Officer (COO) and the Vice President, Strategy & Governance (50%) · Manage the COO’s calendar through prioritizing incoming meeting requests and managing complex coordination with internal and external stakeholders to schedule meetings, working with multiple participants across time zones · Proactively work with the Chief of Staff, Senior Team to ensure the COO is effectively leveraging his time and that his schedule operates as seamlessly as possible · Manage domestic and international travel coordination including, but not limited to, booking flights and accommodations, managing the visa application process · Collate, scan, and code receipts and ensure expenses are properly coded and submitted on time · Provide any needed in-person support for the COO (printing & collating documents, greeting external guests or visitors, etc.) Manage the operations of our different governance bodies (40%) · Own and manage all logistics for several in-person meetings and retreats each year, including but not limited to: researching meeting venues, drafting travel guidance and logistics memos for attendees, researching and managing vendors, working with Teach For All’s Finance team to approve contracts and pay invoices · Proactively work with the Chief of Staff, Senior Team to ensure meetings are planned and scheduled as needed, working with internal and external attendees across multiple time zones · Support the Chief of Staff, Senior Team in managing materials preparation through collecting input from various stakeholders and managing project timelines · As needed, assist with note-taking during meetings to ensure key takeaways and next steps are captured Manage and improve team systems and processes (5%) · Develop and manage systems that facilitate the ease with which both EMT members and broader Teach For All staff can obtain information owned by the EMT (e.g., strategic planning materials, organizational calendar, meeting agendas); including designing and managing the EMT Intranet page and supporting with document management · Support with developing the EMT budget and manage budget tracking · Manage and maintain the Teach For All organizational calendar · Work with the Chief of Staff, Senior Team and other associates across teams to develop, manage, and improve systems for inter- and intra-team collaboration Support on special projects (5%) · Provide support on special/ad-hoc projects as determined by the Chief of Staff, Senior Team, including but not limited to compiling and analyzing data or producing synthesized notes Requirements · Bachelor’s degree required · Minimum of 2 years of administrative, office management, and/or executive assistant experience required · Fluency in English · Proficiency in Microsoft Suite applications (Excel, Word, Outlook, PowerPoint) and the Internet for travel booking and research · International experience preferred Knowledge, Skills, and Abilities o Excellent organizational skills and attention to detail o Exceptional written and verbal communication skills o Strong problem-solving skills and an ability to plan ahead and manage up to anticipate and manage potential challenges o Exceptional ability to manage multiple streams of work from various sources, independently prioritize tasks, and work effectively in a fast-paced, deadline-driven, dynamic, and globally dispersed environment o Strong customer service ethics required, and an enjoyment of organizing, planning, and logistics and a willingness to support others o Ability to be adaptable to an entrepreneurial, results-oriented culture o Outstanding ability to build strong relationships with internal and external constituents at all levels from different countries and in a virtual environment o Desire and ability to learn new tools and technologies needed to maximize efficiency; ability to look for ways to work more efficiently and streamline processes o Sensitivity to diversity in backgrounds and beliefs (e.g., racial, cultural, socioeconomic, political, etc.) o A commitment to Teach For All’s core values and mission: o Belief in and a propensity toward seeking transformational change o Drive toward constant learning and improvement o Embodies mutual responsibility in relationships with partners and teams o Reflects a sense of possibility in mindset and vision Work Authorization Candidates for this position must possess EU work authorization in order to be considered. Travel and Hours Given that this role will support individuals in various time-zones, some non-traditional hours are expected for occasional early or late calls. Compensation Salary for this position is competitive and depends on prior experience. In addition, a comprehensive benefits package is included. Apply Now Please submit your resume and a one-page cover letter directly online. http://teachforall.avature.net/career/JobDetail/London-UK-Associate-Executive-Management-Team/516 About Teach For All A GLOBAL PROBLEM… Around the world, 250 million children lack the skills necessary to read, write, or perform basic mathematics. In rich and poor countries alike, where children are born often determines the quality of their education, and, ultimately, their future opportunities. This educational inequity is a multi-faceted and systemic global problem that affects us all—perpetuating poverty, dividing societies, and weakening economies. …CALLS FOR A GLOBAL APPROACH A world of expanding educational opportunity and decreasing disparities is a more prosperous, peaceful, and sustainable world where more children are able to fulfill their true potential. Launched in 2007, Teach For All is a global network of over 30 independent, locally led and funded partner organizations with a shared vision for expanded educational opportunity in their countries. Each organization recruits and develops diverse individuals from a range of academic disciplines to commit two years to teach in high need classrooms and to work throughout their lives, both within and outside of education, in pursuit of expanded opportunity for children. SOLUTIONS ARE SHAREABLE Because there is so much to learn across borders, Teach For All takes a global approach. While each context is unique, similarities in the nature of educational inequity from place to place lead to shareable solutions. As partner organizations and their teachers and alumni learn from each other and innovate, their impact is accelerated at the national and global levels. Teach For All works to accelerate partners’ progress and increase their impact by providing direct support, facilitating connections across the network, accessing global resources for the benefit of the whole, and fostering the leadership development of staff, teachers, and alumni. Together, Teach For All programs around the world are working to ensure that one day, all children—everywhere—can attain an excellent education.

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