Executive Assistant/Board Liaison
London (United Kingdom of Great Britain and Northern Ireland)
Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.
The International Rescue Committee UK is part of the IRC global network, which has its headquarters in New York and London. The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster. Through 22 regional offices in cities across the United States, the IRC also helps refugees resettle in the US and become self-sufficient.
The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.
Our European headquarters, IRC-UK, were established in London in 1997 to support the organisation’s global activities and particularly to diversify its donor base and be able to better advocate with European policy-makers on behalf of the people we serve. Since its establishment IRC-UK has grown rapidly and is now acknowledged for its high-quality project management, technical expertise in governance and rights and economic recovery, and innovative thinking on early recovery and gender-based violence. The IRC also has offices in Brussels, Germany, Sweden, and Geneva.
The Purpose of the Role
To provide a high standard of executive and personal assistance to the Executive Director, Board of Trustees and Senior Management Team.
The role will be varied and will suit somebody good at multi-tasking and combining an eye for detail with interest in supporting the Executive Director in developing the ‘bigger picture’. The right candidate will be efficient and diplomatic and have the inter-personal skills to deal with senior staff and trustees.
Key Working Relationships
- Internal: All staff in the UK office; visitors from other IRC offices, especially senior staff at VP, Country, and Regional Director level.
- External: Board of Trustees, senior external contacts, and potential donors.
1) Board Meetings and Trustee Liaison (35%)
- Plan Board meeting agendas, including compiling, and sending papers, taking minutes, ensuring follow-up of action items, handling all logistic arrangements for meetings, including audio-visual and refreshments.
- Plan Board field visits, working with country offices to develop an itinerary and information materials; advising board members on travel, visas, immunizations etc; booking travel where required; and ensuring security briefing takes place prior to departure and on arrival.
- Manage, together with the Executive Director and respective Board Committee chairs, the functioning of the People & Culture and Safeguarding committees, including organising agenda, papers, and all other logistics.
- Manage the interface with Trustees and act as their main point of contact for any general queries or requests they may have regarding information within IRC-UK.
- Deal with administrative matters relating to the Trustees, including signature and events attendance requests, organising travel and accommodation where necessary, processing expenses, post etc.
- Support and administer effective recruitment for new Board members, including maintaining an up-to-date induction pack, and providing updates for existing Board members.
- Provide support to Finance Director in managing Audit and Governance Committee meeting, including sending papers, taking minutes and arrangements for meetings.
2) Support Executive Director (55%)
- Diary management for Executive Director, including local and international travel arrangements, pre-meeting briefings and ensuring suitable brand material is prepared for meetings.
- Handle internal and external enquiries in a professional manner, dealing with these to conclusion where possible or referring them to the appropriate person.
- Manage non-department specific in-coming visitors (from the field, IRC New York, and external), arranging meeting schedules, and assisting with travel and hotel bookings.
- Assist with agendas, follow up on action points and other logistics for the UKMT meetings (including that the distribution group is kept up to date).
- Manage and organise the UK All Staff meeting and ensure all audio visual/set up is correct.
- Deal with correspondence on behalf of the Executive Director.
- Ad-hoc projects as required