Executive Coordinator to the Executive Director at Oxfam

Job Purpose - Key Responsibilities and Accountabilities

The Executive Co-ordinator’s role provides administration support to the Executive Director by preparing all travel related administration, to include booking travel, accommodation, organising visas, ground transport and a detailed itinerary. The EC also prepares all the ED’s expense claims and credit card reconciliations. 

• Making itineraries of the OIED’S agenda when travelling, involving arranging all travel logistics, flights, accommodation, visas and associated items for the Executive director. This is a prime responsibility of the role since the Executive Director travels extensively. It requires meticulous attention to detail, timely delivery, advanced administrative systems and a robust pending system to manage the constant work load.
• Access to the OIED’s diary in order to ensure logistical plans are set up well in advance. Adding items to the OIED’s diary when required by the Executive Assistant.
• Providing personal support to the Executive Director on a regular basis
• Ensuring the OIED has access to all relevant documents for management and board meetings
• Processing the Executive Director’s expenses. Creating invoices for external organisations and processing payment authorisations and confederations expenses submitted for the Executive Director’s sign-off
• When required by the Executive Assistant, undertaking a range of tasks including; formatting letters for OIED and responding to e-mails and enquiries
• Covering the duties of the Executive Assistant when she is away, this involves, maintenance of the Executive Director’s diary, responding to internal and external requests, proactively scheduling appointments
• Taking appropriate measures to ensure travel and logistics are kept to a cost and appropriateness which is consistent with Oxfam’s external image
• Keeping apprised of and navigating sensitive, high-level, geo-political and confederation-wide situations with tact and diplomacy
• Drafting the EO contribution to the Secretariat newsletter
• Keeping secure and confidential files on behalf of the OIED and OI Chair, including personal information and high-level correspondence
• When required, filming and editing video interviews given by OIED to camera
• Dealing with calls from external stakeholders to Oxfam as part of the OI phone pool
• Member of the OIED Support Team
• Member of the Business Support Team

Key Working Relationships

• Executive Office team.
• OI Secretariat staff.
• Affiliate directorates assistants
• Business Support Team
• OIED Support Team.
• External organizations.

Technical Skills, Experience & Knowledge

Administrative

• Excellent organizational and administrative skills, including an ability to effectively prioritize tasks where judgement is key.
• Ability to take the initiative and organize work pro-actively.
• Ability to work in a changing environment involving high pressure at times.
• Able to work effectively as part of a team.
• Good analytical and problem solving skills.
• Good time management skills.
• Numeracy skills.
• Attention to detail.
• Experience in coordinating small projects.
• Ability to manage a combination of time pressure, and a depth of preparation and complexity around scheduling (particularly regarding travel).
• Able to work in a structured manner towards agreed deadlines.
• Computer literate: highly proficient in the use of word processing software (MS Word), presentation software (MS PowerPoint), spreadsheet software (MS Excel), database software (MS Access), email and internet.

Communication

• Ability to liaise with a wide range of people at a variety of levels, both internally and externally and with credibility, tact and diplomacy, and build strong working relationships.
• Excellent written, verbal, interpersonal and negotiation skills with an ability to adapt style of communication to suit the relevant audience (e.g. sensitivity to certain cultures; drafting high level communications).
• Fluent spoken and written English.

Desirable

• Knowledge of French and/or Spanish