Location: Canary Wharf, London (United Kingdom); office-based role with flexible, hybrid office/home working offered
Hours: 35 hours per week
About the role
Reports to: Manager—Executive coordinators
A team of executive coordinators works together to provide support across the organisation. Each coordinator has their own responsibilities; however, these may shift from time to time, and coordinators cover for each other during periods of leave. The successful candidate will be someone who has a flexible attitude, is able to assume responsibility for a range of tasks and enjoys helping to make the lives of others easier.
Acting as an executive coordinator, the successful candidate will provide a wide range of administrative and logistical support to a team of International Accounting Standards Board (IASB) members. Our IASB members are a team of 12 international expert accountants who are responsible for the development and publication of IFRS Accounting Standards.
- Coordinating detailed and frequently changing national and international travel arrangements, including itinerary planning; securing visas and other travel documentation; and arranging car/rail/flight/hotel bookings by applying the IFRS Foundation travel policy.
- Gather and maintain whereabouts of all IASB members two months in advance. Ensure information is passed to the relevant departments.
- Set up meetings as requested by individual IASB members, and support diary updates and create itineraries as required.
- General administrative support as requested, eg correspondence, arranging dinners, maintaining holiday database.
- Managing logistics for meetings, conference calls and video conferences.
- Assisting with the monthly board meetings, including posting papers, setting up the boardroom, liaising with in house AV and facilities teams.
- Posting ballot drafts on our internal website as required.
Other meetings and events support
- Working with a team of executive coordinators to ensure the smooth running of a yearly conference, including assisting with the delegate registration process (using SalesForce), distributing pre-conference materials, calendar invitations, as well as on-site assistance on the days of the event.
- Provide administrative support to some of our internal stakeholder engagement groups, including organising the meetings, taking minutes and following up on action points.
- Provide backup support to other coordinators as needed to meet meeting and technical deadlines, including holiday and sickness cover.
- Undertake ad hoc projects as and when required.
Skills and experience
- Positive, flexible and proactive approach.
- High degree of integrity and professionalism with the ability to remain composed under pressure.
- Excellent attention to detail.
- Desire to provide support to others.
- Ability to work collaboratively with other teams and respond positively to constructive feedback.
- Excellent organisation skills; ability to effectively plan and manage work, respond to conflicting demands on an urgent and ad hoc basis and prioritise workload appropriately.
- Excellent communication skills and the ability to work assertively and confidently with colleagues at all levels.
- Previous experience in a similar team support role.
- Proficiency in Microsoft Office suite.
Please send a detailed CV/résumé and cover letter to firstname.lastname@example.org. Please include the following information or your application may not be considered:
- the job title/position you are interested in and the location of the job (in the subject line of your email); and
- covering email/letter detailing how you meet the specified role requirements and your salary expectations.
Closing date: 9 April 2023
Interviews will be held via video conference as part of our standard international recruitment process.
Due to the number of responses we receive, we are unable to respond individually to each application. If you do not hear from us within four weeks of the closing date of the application, your application has not likely been successful.