Executive Assistant to the Deputy Director of Programmes

Job description
Vacancy Reference Number:

EADDP/PROG/UK-R1

Position title:

Executive Assistant to the Deputy Director of Programmes

Reports to:

Deputy Director of Programmes

Location:

Muslim Hands, 148 – 164 Gregory Boulevard, Gregory House, Nottingham, NG7 5JE

Hours of Work:

Full-time, 35 hours per week

Salary guideline:

(Up to) £32,000.00 per annum (commensurate with experience)

Terms of Employment:

12-Months’ Fixed-Term Contract (subject to successfully completing a 6-Month Probationary Period, Contract is extendable and renewable subject to performance)

Application Process & Closing Date:

Please send an introductory email detailing why feel you are most suitable for the role along with your up-to-date CV by no later than 4th October 2024.

Ensure the Vacancy Reference Code is added within the Subject line of the Application Email.

Approx. Interview & Role Commencement Date(s):

Interviews: ASAP – as and when we find a suitable applicant

Start: ASAP thereafter

Note: Strong Applicants may be contacted sooner, ahead of the closing date, to hold an Online Interview with Muslim Hands; therefore, please familiarise yourself with ZOOM, Team Link, MS Teams, and Skype post successful submission of your application.

Job Summary:

The Executive Assistant to the Deputy Director of Programmes will provide high-level administrative support, ensuring the efficient operation of the office and supporting the Deputy Director in managing their workload. This role requires a proactive individual with excellent organisational, communication, and multitasking skills, capable of handling sensitive information with discretion and professionalism. The Executive Assistant will act as a key liaison between the Deputy Director, internal departments, and external stakeholders, contributing to the overall effectiveness and impact of the Programmes Department.

Key Responsibilities:

Administrative Support:
• Manage the Deputy Director’s diary, schedule meetings, appointments, and travel arrangements.
• Prepare and organise meeting agendas, take minutes, and follow up on action items.
• Draft, edit, and proofread correspondence, reports, presentations, and other documents on behalf of the Deputy Director.
• Handle incoming communications (emails, calls, etc.) and respond or redirect as appropriate.

Project Coordination:
• Assist in the coordination of projects and initiatives led by the Deputy Director, including tracking progress, deadlines, and deliverables.
• Conduct research and compile data to support project planning and decision-making.
• Coordinate with other departments to ensure seamless execution of cross-functional projects.
• Maintain and update project documentation and files.

Liaison and Communication:
• Serve as the primary point of contact between the Deputy Director and internal/external stakeholders.
• Facilitate communication and collaboration between the Deputy Director and team members, ensuring information is accurately conveyed and deadlines are met.
• Represent the Deputy Director in meetings or events when necessary.

Office Management:
• Organise and maintain the Deputy Director’s office, ensuring it is well-equipped and efficient.
• Manage office supplies, equipment, and budget as needed.
• Coordinate with IT and other support services to ensure the Deputy Director has the necessary tools and resources.

Event and Meeting Coordination:
• Plan and organise departmental meetings, workshops, and events, including logistics, catering, and materials preparation.
• Assist in the preparation of presentations, speeches, and other materials for events or conferences.
• Ensure all event and meeting details are flawlessly executed.

Confidentiality and Discretion:
• Handle sensitive information with the utmost confidentiality.
• Manage the Deputy Director’s files and records, ensuring secure storage and easy retrieval.
• Adhere to organisational policies regarding data protection and privacy.

Personal Assistance:
• Provide occasional personal assistance to the Deputy Director as needed, including managing personal appointments or tasks.
• Assist with ad-hoc tasks and projects as required by the Deputy Director

Other:
• To demonstrate Muslim Hands’ values and ethics in own working practices, approach and conduct
• To support with Fundraising activities from time-to-time, committing to partake in approximately 5-Live-TV-Appeals during our peak periods.
• To undertake any reasonable responsibilities as required by Line Manager
• To promote and adhere to all Muslim Hands Policies, Procedures and Professional Practices
• NB: This Job Description is illustrative and non-exhaustive in scope. The post-holder may be required to undertake any reasonable tasks as and when required by Line Manager from time to time to reflect the changing needs of the Organisation.

Qualifications:

Education:
• A bachelor’s degree in business administration, management, or a related field is preferred.

Experience:
• Minimum of 2 years of experience in an executive assistant or senior administrative role.
• Experience in a non-profit or international development organisation is advantageous

Skills:
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prioritise tasks and manage multiple responsibilities simultaneously.
• Discretion and ability to handle confidential information.
• Strong interpersonal skills and ability to work well with a diverse range of people.
• High level of professionalism and attention to detail.

Key Competencies:
• Proactivity: Ability to anticipate needs and take initiative without waiting for direction.
• Adaptability: Comfortable working in a fast-paced environment with changing priorities.
• Problem-Solving: Strong problem-solving skills, with the ability to identify solutions and implement them effectively.
• Team Collaboration: Able to work well independently and as part of a team, fostering positive working relationships.

Additional Requirements:
• Travel: Occasional travel may be required for meetings or events.
• Flexibility: Willingness to work outside of normal business hours when necessary:
• Ability to demonstrate current eligibility to work within the United Kingdom
• Must be able to either:
• Provide a valid Disclosure Barring Service (DBS) certificate (issued within the last year) when requested by Muslim Hands; OR
• Undertake to provide full cooperation for Muslim Hands to perform a DBS Check at the required level appropriate for this / similar role.

Deadline for applications is 4th October 2024 however Muslim Hands reserves the right to end the application procedure early should the right candidate(s) be found.

NB: Unfortunately, we will only be able to contact successful candidates so if you have not heard from us by the closure date unfortunately your application will have been unsuccessful.

Other Information:

Muslim Hands is a UK based international relief organisation working in over 40 countries worldwide. The Head Office in Nottingham and a fundraising team in Whitechapel London; occasional travel between the two locations. Muslim Hands UK is seeking an enthusiastic and passionate individual to join our team during an exciting period of growth and change as we have ambitious plans to grow our activities by 2030.

Muslim Hands is an NGO that is at the forefront of delivering live saving aid and emergency relief to those who need it most, as well as building long term solutions that help the needy and impoverished worldwide.

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