Job Description

We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 2021-22 we reached 650 million people.Job Title: Executive Assistant to Regional Director East AsiaPay Band: 6 / GContract Type: IndefiniteDepartment: East Asia DirectorateLocation where the role could be based: Singapore (Hybrid)Role Purpose:This role provides critical executive assistance and support to the Regional Director (RD) and the Regional Executive Team (RET) in East Asia, making sure the regional office runs smoothly and effectively, enabling the regional leadership to focus on areas that directly contribute with the delivery of our cultural relations objectives.The role involves working closely with the RD, the RET and Country Directors (CDs), engaging with colleagues in teams right across the organisation as well as occasionally with senior external stakeholders, as and when necessary, to ensure regional operations run with maximum efficiency and to a high quality.The post holder will be part of the regional team in East Asia. The role is predominantly office-based at the British Council\'s Napier Road office in Singapore, which is also the regional headquarters. It will provide direct support to the RD and RET colleagues based at this location. It is a pressured, interesting and varied environment to work in, driving and responding to external and internal situations, and requires the postholder to be able to work flexibly, manage a high volume of work, be comfortable with ambiguity, and hold the highest degree of confidentiality and integrity. It is a busy office which engages with our work and our people at every level. Working in it offers the opportunity to get close to key developments and gain exposure to different forums, as part of a team which is helping to build the wider profile and reputation of the organisation.Main accountabilities but not limited to the following:Logistical support and problem solving

• Develop clear and efficient processes/systems to support the provision of high quality and prompt support to the RD and RET, making sure they are all aligned with our corporate procedures and regulations.

• Manage the diary and commitments for the RD to ensure their time is appropriately prioritised and effectively allocated.

• Organise travel plans, in line with the RD\'s priorities, covering the end-to-end process, including travel bookings, accommodation arrangements, visa processing, briefing documents as well as cover arrangements during their absence, directly liaising with internal and external colleagues as necessary.

• Provide logistical support to RET members (including arranging flight bookings, visas and accommodation), and preparing travel packs.

• Arrange the RD\'s physical/virtual meetings with internal/external stakeholders, including booking rooms/meeting slots, arranging catering, IT support, guests management, local transport etc. This includes ensuring the RD has full information, including briefing and speaking notes for all events and meetings.

• Manage the RD\'s correspondence as necessary.

Operations

• Manage administrative and governance processes impacting the RD office, making sure they are undertaken to a high quality, including the approval of delegated authorities, Board of Directors updates across the different East Asia entities, induction of new RET members and CDs and other colleagues, as required.

• Assist with external and internal communications, working closely with the RD, the Regional Head of Communications and Head of Internal Communications. This includes updating information on internal and external websites and portals (such as the Regional website, Teams and SharePoint sites).

• Records management: ensure key correspondence and documentation kept by the RD/RET is filed, archived, or deleted/shredded as appropriate. Ensure stakeholder engagement records and tracking of meetings are overseen and updated on relevant systems/sites.

• Participate and contribute, as required, to support implementation of corporate change projects, including (but not limited to) Transformation.

Relationship and Stakeholder Management

• Build good relationships across the regional team and key external suppliers and service providers, making sure appropriate and efficient support is provided to any regionally-led initiative initiated by the RD/RET.

• Develop understanding of the wider context of the British Council\'s work and priorities to ensure smooth and efficient management of the diary and the flow of information, briefs and correspondence.

• Provide consistent cover or ad-hoc support within the RET where necessary.

Financial management

• Manage the collation, validation, and proper submission of the RD\'s expenses, in line with corporate policy and local requirements. Keep the gifts & hospitality register updated.

• Make sure the process to make payments linked with the RD\'s expenses take place timely and effectively. This might include raising purchase orders.

• Ensure that any regional policies involving the provision of equipment, IT consumables and other supplies are in place and demonstrate value for money and good cost effectiveness.

Role specific knowledge and experience

• Track record of office administration in busy, ambiguous, and complicated environments, prioritising multiple tasks and deadlines.

• Experience of high-level diary management and scheduling, with fast-moving deadlines and working under high pressure (preferably experienced with MS O365 applications)

• Proven capacity as a strong team player, willing to jump in and support other members of the team where needed, and a solutions-focused approach.

• Experience of working effectively with individuals at all levels (particularly senior leaders), both internally and externally.

• Experience of holding people to account - especially in eliciting responses

• Experience of working across multiple teams with different needs, across different time zones, and working with cross-cultural teams

• Experience of minute-taking and editing

Requirements

• The British Council systems and global processes operate in English. Written and verbal proficiency in English is required.

Conditions of Employment: Local Direct Hire

• Applications are welcomed from candidates currently in this location with a natural right to work.

• Applications are also welcomed from candidates currently based in other British Council country offices. However, please note candidates must have a natural right to work in the country, on a permanent basis, as immigration clearance and/or on-going visa support is NOT provided by the British Council for this role. Relocation support is also NOT provided.

Closing Date: Sunday, 26 May 2024 at 11:59 PM SGT (GMT+8)A connected and trusted UK in a more connected and trusted world.Equality , Diversity, and Inclusion (EDI) StatementThe British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behaviour is consistent with this commitment. We want to address under representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability. All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.The British Council is committed to safeguarding children, young people and adults who we work with.We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council\'s Safeguarding policies for Adults and Children.If you have any problems with your application please emailPlease note: Applications to this role can only be considered when made through the Apply section of our careers website. Our \'ASK HR\' email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.

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