Senior PA (Personal Assistant)

We are looking for an experienced Personal Assistant, to provide key administrative and project support to members of the London-based management team.

Location:

Remote / home working.
Some in-person meetings if you are based in London/the UK.

Reports To:

  • Director of Operations (Sonia Cassidy) and/or
  • Financial Mechanisms Specialist Advisor (Sahil Shah)

Duration and Hours:

  • Ongoing role.
  • 20–40 hours per week in total.

Remuneration:

To be agreed based on scope and experience

Role Description:

You will provide key support to the managers/directors/senior team members while
understanding their specific needs. While doing so, you will:

  • Maintain a high level of confidentiality and discretion at all times.
  • Strictly adhere to ALLFED’s data protection, data management , and other related
  • policies at all times.
    Liaise with colleagues and ALLFED stakeholders as needed.

Key Responsibilities:

Calendars & Meetings

  • Organizing and maintaining calendars and making appointments.
  • Screening enquiries, calls, and requests, and handling them when appropriate.
  • Organizing, preparing for, attending, and note-taking in meetings (in-person or
    remotely).
  • Scheduling and executing any follow-ups.

Organizing Systems

  • Organizing and maintaining personal organizing systems.
  • Helping the team be more productive: prioritize, multi-task, plan projects, report,
    and analyze.
  • Use online collaboration packages and systems to organize work across the
    organization.
  • Setting up and voicing reminders based on to-do lists and other prioritization lists
    shared.

Team Communications

  • Helping set, and hold the ALLFED team accountable for, SMART goals, KPIs, and
    deliverables.
  • Helping to manage work flows and communications both within the organization
    and externally.
  • Help inspire, support, manage, and get the best out of the team.

Documents

  • Carrying out (non-scientific) background research and presenting findings, in
    addition to creating summaries of these findings.
  • Producing documents, briefing papers, reports, and presentations.

Essential (Must Have):

For all ALLFED Roles

  •  A mature, open-minded attitude - we are trying to help feed the world!.
  • Self-motivated, reliable, hard-working, able to get along with people.
  • Awareness of ALLFED’s work and mission http://allfed.info
  • Comfortable with working remotely.
  • Reliable access to high speed Internet and phone services, headset + webcam.
  • Good English language skills, both spoken and written.

Specific to this role

  • You are an excellent communicator, with an ability to communicate with nuance
    and situational awareness, and across geographies and cultures.
  • You have an excellent ability to simultaneously manage and progress numerous
    projects.
  • You possess strong organizational skills and enjoy keeping good order.
  • You have excellent attention to detail, and are able to execute this capacity across
    all areas of your work.
  • You are quick to respond to situations and to request the assistance you need.
  • You are able to set and meet deadlines and performance targets.
  • You are able to competently represent the organization to internal and external
    stakeholders.
  • You use and competently manage digital tools and systems (e.g., Google Suite,
    Trello) with a high degree of organization and competence.

Key Personal Characteristics:

  • You are reliable, self-motivated, and able to work with minimal supervision.
  • You are able to comprehend and function sustainably in a friendly but high-stakes
    environment.
  • You have excellent self-awareness and self-care, and are able to articulate your
    needs and direct your personal and professional development.

Desirable (Nice to Have):

  • Previous Personal Assistant or Business Administration experience and/or
    qualifications.
  • Project management experience and/or qualifications.

We look forward to hearing from you! Please direct any
questions and/or applications to This email address is being protected from spambots. You need JavaScript enabled to view it.,
stating the role you are applying for in the subject line.

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