The Role

This Executive Assistance position will deliver a first-class assistant service to the CEO and other senior leaders as required. This includes supporting the CEO and Executive team through a Private Office function, overseeing key senior external stakeholder relationships, enabling delivery of key strategic projects, and acting as an internal convenor working across the whole organisation. This is an important externally facing role and the postholder will need to demonstrate efficiency, tact and an understanding of the broader UK AI landscape and its key stakeholders. Working in a fast-paced and evolving environment, the successful candidate will have the opportunity to shape the role depending on their interests and experience, and in response to the priorities of the Institute

About You

The successful candidate will have extensive experience supporting a member of an executive team, as well as diary management and travel arrangements. They are a problem-solving individual who can prioritise and manage tasks with excellent attention to detail. This candidate needs to be comfortable working with a vast array of individuals, working with senior stakeholders internally and externally, ensuring they are a collaborative team member. They will contribute to a positive culture and have a genuine commitment to EDI principles and the values the organisation stands for.

How You Will Make an Impact

• Calendar management: Maintain and organise the schedule of the CEO, engaging with the appropriate colleagues to ensure seamless coordination of meetings, appointments, and travel arrangements (national and international, coordinating across multiple time zones as necessary), and anticipating the need for internal preparation sessions in advance.
• Preparation: Coordinate with colleagues across the Institute to ensure relevant briefings, scripts, and slides are provided in an appropriate and timely manner, supporting and contributing as required.
• Communication: Work with colleagues in the Executive Office to liaise between the CEO and their internal/external stakeholders. This includes screening and prioritising emails, phone calls, and requests for decisions as well as drafting correspondence and communicating actions and outcomes.
• Prioritisation: Build strong relationships with and develop and maintain a comprehensive knowledge of areas and stakeholders for the CEO, to inform prioritisation of demands on their time and to proactively manage potential conflicts.
• Meeting coordination: Arrange and coordinate meetings, conferences, and video calls, ensuring attendees have the appropriate arrangements in place. Research and book venues, prepare agendas, ensure all necessary resources are in place, promptly dealing with unplanned changes. Meeting minutes and note taking from time to time.
• Information management: Manage inboxes of the CEO, as well as organising files, records, and documents and the handling of sensitive information, maintaining discretion and confidentiality.
• Operational support: Ensure the smooth running of day-to-day processes in support of the CEO, including managing expenses, booking travel, and managing purchase orders and invoices, all in a timely manner. Work closely with the wider Executive Office team, providing support in case of leave or other staff absence, and ensuring a delegation plan is in place where possible.
• Governance support: Liaise with the Chair and other Trustees on behalf of the CEO. Manage Trustee travel and expenses and coordinate Board away days. Work closely with the Institute’s Governance Team to support Board processes and meetings.
• Embedding AI tools: Identify and explore areas where safe and effective AI tool use can support efficient and effective working practices.