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Position Summary

Administrative Support

• Manage the Deputy Director’s diary, schedule meetings, appointments, and travel arrangements.
• Prepare and organise meeting agendas, take minutes, and follow up on action items.
• Draft, edit, and proofread correspondence, reports, presentations, and other documents on behalf of the Deputy Director.
• Handle incoming communications (emails, calls, etc.) and respond or redirect as appropriate.

Project Coordination

• Assist in the coordination of projects and initiatives led by the Deputy Director, including tracking progress, deadlines, and deliverables.
• Conduct research and compile data to support project planning and decision-making.
• Coordinate with other departments to ensure seamless execution of cross-functional projects.
• Maintain and update project documentation and files.

Liaison and Communication

• Serve as the primary point of contact between the Deputy Director and internal/external stakeholders.
• Facilitate communication and collaboration between the Deputy Director and team members, ensuring information is accurately conveyed and deadlines are met.
• Represent the Deputy Director in meetings or events when necessary.

Office Management

• Organise and maintain the Deputy Director’s office, ensuring it is well-equipped and efficient.
• Manage office supplies, equipment, and budget as needed.
• Coordinate with IT and other support services to ensure the Deputy Director has the necessary tools and resources.

Event and Meeting Coordination

• Plan and organise departmental meetings, workshops, and events, including logistics, catering, and materials preparation.
• Assist in the preparation of presentations, speeches, and other materials for events or conferences.
• Ensure all event and meeting details are flawlessly executed.

Confidentiality and Discretion

• Handle sensitive information with the utmost confidentiality.
• Manage the Deputy Director’s files and records, ensuring secure storage and easy retrieval.
• Adhere to organisational policies regarding data protection and privacy.

Personal Assistance

• Provide occasional personal assistance to the Deputy Director as needed, including managing personal appointments or tasks.
• Assist with ad-hoc tasks and projects as required by the Deputy Director.

Other

• To demonstrate ßäßäÖ±²¥â€™ values and ethics in own working practices, approach and conduct
• To support with Fundraising activities from time-to-time, committing to partake in approximately 5-Live-TV-Appeals during our peak periods.
• To undertake any reasonable responsibilities as required by Line Manager
• To promote and adhere to all ßäßäÖ±²¥ Policies, Procedures and Professional Practices

Qualifications

• Education: A bachelor’s degree in business administration, management, or a related field is preferred.
• Experience: Minimum of 2 years of experience in an executive assistant or senior administrative role. Experience in a non-profit or international development organisation is advantageous.

Skills

• Excellent organisational and time management skills.
• Excellent organisational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prioritise tasks and manage multiple responsibilities simultaneously.
• Discretion and ability to handle confidential information.
• Strong interpersonal skills and ability to work well with a diverse range of people.
• High level of professionalism and attention to detail.

Key Competencies

• Proactivity: Ability to anticipate needs and take initiative without waiting for direction
• Adaptability: Comfortable working in a fast-paced environment with changing priorities
• Problem-Solving: Strong problem-solving skills, with the ability to identify solutions and implement them effectively
• Team Collaboration: Able to work well independently and as part of a team, fostering positive working relationships

Additional Requirements

• Travel: Occasional travel may be required for meetings or events
• Flexibility: Willingness to work outside of normal business hours when necessary
• Ability to demonstrate current eligibility to work within the United Kingdom
• Must be able to either: Provide a valid Disclosure Barring Service (DBS) certificate (issued within the last year) when requested by ßäßäÖ±²¥; OR Undertake to provide full cooperation for ßäßäÖ±²¥ to perform a DBS Check at the required level appropriate for this / similar role.

How To Apply

Application is by CV and covering letter by email to hr@muslimhands.org.uk or by hard copy to our address.

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