Executive Assistant to UK Director - Maternity Cover

Islamic Relief Worldwide (IRW) is a faith-based humanitarian relief and development organisation working to save and transform the lives of some of the world’s most vulnerable people.  Established in 1984, with an active presence in over 45 countries, we strive to make the world a better and fairer place for those affected by poverty, conflict and natural disasters. 

Islamic Relief UK (IRUK) focus is strengthening effective funding, mobilising for change through advocacy and awareness-raising, and strengthening programme development and delivery. IRUK works with various partners and institutions, from governments, non-governmental organisations and local authorities to grassroots communities.

Our dynamic Islamic Relief UK (IRUK) team is recruiting for the position of ‘Executive Assistant to UK Director’ on a full-time, maternity cover basis to be based from its Waterloo Office, London. The organisation is currently working to a hybrid working model.

The Executive Assistant position plays a pivotal role in the UK Director’s Office; the main purpose is to ensure the smooth running of the office on a day-to-day basis, provide comprehensive administrative, logistical and technical support to the UK Director and the UK Senior Management Team (UK SMT).

The role involves providing confidential executive level support to the UK Director; assisting in the smooth running of the division including travel, accommodation arrangements and delivery of contracts for event sponsorship; and managing the calendar of the UK Director, including attendance at and briefings for external events. Providing effective reporting mechanisms; preparing reports and presentational materials on a regular basis; and completion of special projects and tasks agreed in consultation with the UK Senior Management Team.

The Executive Assistant is also an important interface for internal communications, staff and volunteers and external stakeholders.

The team is looking for the successful candidate to have or be:

• Significant previous experience of providing senior executive support
• Previous experience of coordinating meeting agendas, minute taking and related skills with the ability to take accurate and well-presented minutes
• Previous experience of budget monitoring and finance-related administrative tasks
• Ability to organise; prioritise and work efficiently under pressure and subject to changing priorities; proven experience managing multiple projects, meeting deadlines, and using judgement and initiative in problem resolution
• Good at problem-solving in the dissemination of information, the logistics of travel and organising meetings and events, and managing multiple diaries 
• Highly proficient in the use of word processing software (MS Word), presentation software (MS PowerPoint), spreadsheet software (MS Excel), database software (MS Access), email software and knowledge management system
• Previous experience of analysis and research
• Excellent organisational skills and experience of arranging/coordinating meetings, conferences and events and ability to help prepare presentations
• Strong interpersonal skills with a focus on customer service representing Islamic Relief and highly developed communication skills (both verbal and written)
• Sound confidential approach to work, where discretion is always maintained and able to work on own initiative
• A highly collaborative approach with a strong sense of teamwork and a willingness to work with colleagues and other departments in support of organisations objectives
• Ability to respond quickly, positively and with flexibility to changing and often pressurised situations
• Excellent work attendance and punctuality record

For full information about the role, please click on the Documents tab above to view the full Job Description.

If you are talented, reliable, service-minded, resilient and a highly motivated professional looking for a meaningful career, with a strong commitment to IRW’s mission and values of sincerity, excellence, compassion, social justice and custodianship, please apply by completing our online application form.

For more information on the excellent company benefits we offer our employees, please visit: 

https://www.islamic-relief.org/work-with-us/what-we-offer/

Please note: To avoid disappointment, you are advised to submit your application as soon as possible as we reserve the right to close the vacancy early if a high volume of applications are received.

Pre-employment Checks:

Any employment with Islamic Relief will be subject to the following checks:

• screening clearance
• proof of eligibility to live and work within the UK
• receipt of satisfactory references

Please note, for UK-based roles, we are only able to accept applications from candidates who are eligible to work in the UK. We are unable to progress applications which would require sponsorship.

Our values and commitment to safeguarding

IRW is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IRW engages. IRW expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRW also participates in the Inter Agency Misconduct Disclosure Scheme.

In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

Islamic Relief is an equal opportunities employer