Executive Assistant to the Chief Operating Officer (COO)
About Chatham House
We are a policy institute based in London known for rigour and vigorous independence, with a reputation built on more than a century of convening, research and proposals to solve the world’s most intractable problems. Our mission is to help improve international relations in pursuit of a secure, prosperous, sustainable and just world. We do this through original research and convening discussion, through our core teams, our global network of fellows and our invited guests.
At this extraordinary time in international relations, there is tremendous demand for our work. Governments, companies, civil society organisations and individuals come to us to help advance arguments and proposals about the order of the world that may emerge from the immense shifts now underway – from the rivalry between the US and China to the question about whether arms control, security, migration, new technology and the environment will be governed by agreements.
The Executive Assistant (EA) will be primarily responsible for managing the Chief Operating Officer's (COO) diary and correspondence, and supporting day-to-day activities. This will include preparing briefing materials for meetings, booking travel and processing expenses, maintaining records and reporting. This role sits at the heart of the organisation and the office holder will sit within the Director’s Office team. The Executive Assistant will have exposure across the organisation, liaising daily at a senior level and building relationships externally and with colleagues; this is a varied and wide-ranging role ideal for someone with meaningful experience in C-suite administration.
Key Responsibilities
Proactively manage the complex and busy diary of the COO, ensuring that meetings and engagements are appropriately and sensitively prioritised and support the strategic direction of the institute.
Ensure COO is fully prepared for all meetings and events, providing relevant papers and key talking points.
Book meeting rooms, video conference calls, refreshments, AV equipment and assistance.
Organise complex international and domestic travel, including hotel bookings, flights, airport transfers, visas and detailed itineraries.
Inbox management of principal and shared inboxes, flagging urgent requests and tracking action items.
Act as a gatekeeper, representing the executive internally and externally and responding to queries to the Director’s Office in a timely manner.
Meet and greet high-level visitors including officials, Ambassadors, and HNWIs.
Draft letters and invitations ensuring Chatham House style guide is followed and appropriate protocols are adhered to.
Take minutes and action summaries at meetings as required.
Assist in arranging agendas for regular all staff meetings.
Undertaking research and collating information as needed.
Maintain a coherent record keeping system on SharePoint and record contacts and meetings on the CRM.
Process invoices and reconcile expenses in a timely fashion.
Establish positive working relationships with the COO and his reports as well as the wider leadership team.
Liaise closely with other members of the Director’s Office to understand key priorities and ensure smooth coordination and cohesion of communication from the Office.
Contribute to collective objectives and work across teams and with colleagues, with sensitivity and diplomacy.
Confidently liaise with a wide range of external partners including government officials, embassies, individual supporters, senior corporate executives, and internally with senior colleagues.
Proactively develop an understanding of the Chatham House Strategy and Director’s Office key objectives to inform prioritization and to anticipate needs.
Take an interest in and attend Chatham House events, conferences etc. where possible.
Demonstrate continuous learning to develop skills and attend in-house training.
Contribute to the delivery of the Chatham House EDI strategy.
Person Specification
Essential Experience
Confident EA with proven experience in complex travel arrangements and diary management for C-Suite level principals;
Strong administrative and organisational skills, and proven ability to identify priorities and actions efficiently and effectively;
A problem-solver with the ability to show initiative, take ownership and calmly juggle multiple projects under pressure;
Ability to work with individuals at all levels of seniority, both within and outside of the organisation.
Essential Skills
Good interpersonal skills - you are able to build positive relationships both internally and externally with a diverse network of colleagues, donors and partners;
High emotional intelligence and able to tailor communication to the situation with excellent interpersonal and written communication skills;
Ability to prioritize competing demands, take initiative and anticipate needs and challenges, staying flexible when circumstances change;
Operates with absolute confidentiality, discretion, maturity and professionalism when handling sensitive information;
Well organised with a high level of accuracy and exceptional attention to detail;
Proficient in MS Office suit (Word, Excel, PowerPoint) and CRM systems.
Desirable experience:
Experience working in a think-tank, research institute, NGO, foundation, academic institution; or a policy-relevant setting;
Experience in engaging with decision-makers at the national or international institutional level.
A demonstrated interest in international affairs and policy.
Please note that this is not a research role, the Executive Assistant will primarily focus on providing administrative support within the Director's Office.
Application link: https://careers.chathamhouse.org/jobs/7301625-executive-assistant-to-the-chief-operating-officer-coo
We are an equal opportunity employer. We value diversity and do not discriminate on the basis of protected characteristics. We actively encourage applications from all backgrounds. If there's anything we can do to improve your experience or support you through the application process, please contact us at HR@Chathamhouse.org.