Executive Assistant

Overview

War Child works with children who, as a result of conflict, live with a combination of poverty, exclusion and insecurity. These children might include street children, child headed households, children conscripted into armed groups, and children who have been put in prison. Our mission is to support and improve the care and protection of children and young people who live with a combination of insecurity, poverty and exclusion in some of the worse conflict-affected places. We look forward to a world in which the lives of children are no longer torn apart by war. This is a vision that can only be realised through the collective actions of children themselves, communities and their leaders, organisations like War Child, governments and key decision makers.

Purpose of Post War

Child’s office is a lively and fast-paced environment made up of a team of extremely dedicated staff & volunteers. We’re looking for someone who can fit in well and bring their personality, creativity and professionalism to our Fundraising and Marketing Directorate, and the wider charity. The Fundraising and Marketing Directorate is a hugely ambitious and high-performing department, working in a very competitive environment. We are looking for someone with real drive and passion for improving and professionalising existing systems to insure our future growth. We want someone who will become a key member of the Fundraising and Marketing team, with a can-do creative attitude and a real interest in fundraising and marketing.

The Executive Assistant will directly support the Director of Fundraising and Marketing, and will provide coordination to the wider Fundraising and Marketing team, with a particular emphasis on streamlining work across the senior fundraising and marketing leadership team. The role also will provide support on specialist fundraising projects including major travel arrangements and playing a key role in fundraising events and activity when needed.

The key aims of the job are:

• Providing effective assistance and forward planning to the Director of Fundraising and Marketing

• Supporting the senior fundraising and marketing leadership team to coordinate meetings, plan key team activity, arrange team building activity, planning team travel and to ensure the team are streamlined with all organisational wide activity

• Providing support to a wide variety of fundraising and marketing initiatives and events, adding capacity to: music and corporate events; new business activity; supporting Global Ambassador meetings and other key activity across the team

• To work closely with the CEO, Executive Officer to support Senior Management Team and Management Team activity related to fundraising

JOB SPECIFICATION: TASK AND RESPONSIBILITES:

Executive Assistant to Director of Fundraising and Marketing (80%)

• Manage diaries and meetings, arranging travel and accommodation as necessary, negotiating changes to meeting times, participants, rooms etc. in response to changes in availability.

• Act as first point of contact, managing incoming email and post, screening phone calls, enquiries and requests, and handling them when appropriate

• Process Director expense claims and invoices

• Represent the Fundraising and Marketing team by welcoming visitors; answering questions and meeting requests directed to the Director of Fundraising and Marketing

• Take notes and minutes in meetings, when requested

• Anticipate the needs of the Director of Fundraising and Marketing, and proactively bring together appropriate people and resources to support to the Director of Fundraising and Marketing in addressing these issues

• Maintains confidentiality, where required, in matters relating to personnel or organisational issues. • Coordinate meetings for the Fundraising and Marketing department, and supporting the Executive Officer to coordinate meetings with the Senior Management Team and the fundraising leaders in the Management Team.

• Manage the logistics and book team away days

• Support the senior fundraising leadership team with minute taking; circulation of team updates/newsletters; fundraising team meetings

• Working with the Heads of Department: coordinate all Board and SMT reporting; arrange meetings to coincide with monthly finance management accounts, reforecasts and income reconciliation; to collate all fundraising information for the Audit and Risk Committee

• Coordinate and book group team training activities

• Provide administration support to any fundraising committee management, and coordination of the Chairs of those committees

• Support the coordination of all Fundraising and Marketing Auditing processes

Fundraising and Marketing Team Support (20%)

• To represent for the Fundraising and Marketing team at key events and initiatives, when required, providing additional fundraising and administration support including: o Music gigs and festivals o Major donor events o Corporate events o Challenge events o Donor meetings o Fundraising training activity

PERSON SPECIFICATION – ESSENTIAL CRITERIA:

Experience:

• Right to work in the UK

• Educated to A-level, or equivalent

• Experience of supporting senior management level staff in a PA/Senior Administrative role, including the drafting of minutes, reports and presentations

• Compiling reports using large amounts of data to generate insightful pieces of information

• Organising meetings, seminars, long term planning and implementation processes

• Experience of changing and improving processes, systems and ways of working to improve team efficiency

• Working with trustees and voluntary committees

Competencies (Soft Skills):

• Ability to manage complex and highly confidential information

• A high level of commitment to the work and mission of War Child UK

• High level of competency on Word, Excel, Outlook

• Good team working and relationship building

• Attention to detail and ownership for the delivery of high quality work

• Good decision making and problem solving skills

• Understanding and appreciation of the importance of excellent administrative support

• Willingness to take initiative and rise to any tasks set

• Attention to detail and the ability to complete complicated work processes

• Great written and verbal communication skills

• Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members

• A high degree of personal organisation and self-management

• Ability to operate with diplomacy, tact and empathy

• Personable, professional and efficient telephone manner

Desirable Experience:

• Experience of working in a charity with a strong culture of fundraising

• Experience of working in a fundraising team

• Experience of supporting event management, administration and logistics

CONTRACT TERMS

Working Hours: Full time (37.5 hours per week)

Probation: 6 months

Start date: July 2017 Salary: £25,338 – £27,977 per annum

Leave: 28 days pa pro-rata, increasing by one day for each year’s service up to a maximum of 5 additional days – for UK

Pension: All eligible employees are automatically enrolled into a Group Personal Pension Plan. Contributions will be made on a salary exchange basis as follows: employees contribute a minimum of 3% of basic monthly salary to receive a contribution of 5% from War Child.

HOW TO APPLY:

• All applications must reach War Child by 11:59pm on Sunday 4 June. Please see:

https://www.warchild.org.uk/who-we-are/jobs/executive-assistant

• Due to limited resources War Child HR will contact only the shortlisted candidates

• First round interviews will be held on Wednesday 12 June 2017

• Second round interviews for selected candidates will be held on week commencing 19 June

• Any offer made will be conditional on receipt of 3 favourable written references, (from your most recent employer, any other previous employer and a character reference). War Child reserves the right to call the referees, in case clarification is required post the receipt of complete reference forms.

• The successful applicant will be expected to undergo a DBS Police check and/or international police check, a medical check for overseas travel purposes, be compliant and sign up to War Child’s Child Safeguarding Policy prior to a final offer being made.