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Vacancy

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									     Personal Assistant to the Executive Director (12 months maternity cover)

                                     Vacancy
About IEEP

The Institute for European Environmental Policy (IEEP) is an independent and
influential policy studies institute. We undertake research and consultancy work on
the development, implementation and evaluation of environmental and related
policies, particularly in Europe. Our focus is on current and future policy debates. We
work closely with the EU institutions, national and regional authorities in different
European countries, parliamentarians, NGOs and academics as well as international
bodies. Our project portfolio varies from year to year but we maintain a
commitment to being at the forefront of thinking about the environment and the
way it is addressed in policy, particularly within the EU. Over the past thirty years
IEEP has been a key player in European environmental policy development in a range
of areas, including agriculture, biodiversity, climate change, transport, water, waste
and budget policies.

IEEP is a self financing, not for profit institute with offices in central London and
Brussels. For more information, please see our website: www.ieep.eu

Personal Assistant to the Executive Director (12 months maternity cover - 28 hours
per week)

The Role
IEEP has a vacancy for a part-time Personal Assistant. It is a key role within a busy
and dynamic Operations team focussing on the day to day running of the Institute.
The post holder will provide high level administrative support to the Executive
Director of IEEP by proactively managing his demanding schedule, including time
planning, organising travel and itineraries, maintaining office systems to ensure the
smooth running of all his activities as well as supporting his day to day Directorate
work and some project deliverables. The post holder will also organise and minute
Board meetings. In addition there will be HR and Communications responsibilities.

The post holder will be a member of the Operations team; which has one member
located in Brussels and five in London. There will be liaison with both London and
Brussels staff. IEEP is a relatively small organisation, so we ask that all staff show
commitment and flexibility in undertaking a range of general tasks in addition to
their role, in order to develop the Institute and ensure its smooth and effective
running.
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Key responsibilities
The post carries the following responsibilities:

      To ensure the most effective use of the ED’s time by managing his diary,
       including making intelligent and informed decisions about competing
       priorities and multiple deadlines
      To plan ahead for the ED, in order that he can meet deadlines as well as short
       term and long term objectives
      To filter information and ensure the ED has appropriate information to make
       well informed decisions
      To make sure all correspondence, including letters, emails and telephone
       calls are managed to a professional standard
      To coordinate all travel and other logistical arrangements for the ED and
       assist with travel arrangements for other staff as required
      To edit in Microsoft Word documents that the ED has annotated by hand
      To organise and attend Executive Management Group meetings, and make
       discreet and appropriate notes/minutes for follow up
      To act as the first point of contact for the IEEP Board of Trustees, efficiently
       dealing with any queries
      To organise, attend and minute quarterly IEEP Board meetings
      To manage HR policies and ensure they are followed in a timely and
       professional manner, such as Performance Appraisals
      To administer staff employment contracts, update the Staff Handbook, keep
       holiday and sickness records, and other Personnel related initiatives


Qualifications and Experience
Essential:

     Previous experience at Directorate level
     Proven ability to prioritise and work at a fast and efficient pace whilst
   maintaining accuracy
     Experience and understanding of the importance of complete
   confidentiality, tact and discretion
     Demonstrable experience at Board level, including minuting of meetings
     Excellent communication and interpersonal skills
     Advanced use of Microsoft Office 2010, in particular Outlook, Word, Excel
   and PowerPoint are used everyday
     Proven ability to work as part of a small team
     This is a post that requires some degree of flexibility so it is essential that the
   right candidate is willing to work beyond contractual hours as and when required
     Some HR experience, eg understanding of UK employment legislation
     Excellent written and spoken English and the ability to present information in
   a clear, precise and accessible style
     Educated to degree level

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Desirable:

      Experience of updating a website
      Experience of organising events or conferences
      A background within the voluntary sector
      Previous experience of helping with an office move (possibly June 2013)


Essential Personal Attributes & Skills
The ideal candidate will have the following attributes:
    Warm and welcoming
    Works proactively on own initiative
    Professional and discreet
    Able to deal with a high number of demands in a short space of time
    Calm under pressure
    Excellent communication and interpersonal skills
    Emotionally mature and able to balance ED’s needs and priorities with own

Location
The post will be based at IEEP’s London office.


Salary and Conditions
This is a 12 month contract covering maternity leave but is subject to satisfactory
completion of a 3 month probationary period.

The Gross Annual Salary will be in the range of £25,000 - £30,000 (pro rata for part-
time working) depending on skills and experience.

How to apply
If you believe you fit this person-specification and you would like to apply for this
post, please:

1. Fill in the application form that can be found on the website. Follow the
   instructions contained within it, explaining your interest in the job and showing
   clearly how you meet the job and person requirements.
2. Send your completed application form to Kathryn Parrott, preferably by email to
   recruitment@ieep.eu clearly marking the title of the email or envelope: ‘PA to
   the Director’.

All applications must reach us by 13:00 BST, Tuesday 24 July. We expect to hold
interviews on Thursday 26 and Friday 27 July, including skills testing. We expect that
the process should take around 2.5 hours in total. The anticipated start date would
be towards the end of August.


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Due to anticipated interest in the post, we are unfortunately not able to reply to
unsuccessful applicants. If you wish to receive confirmation that we have received a
postal application then please enclose a stamped, self-addressed envelope. If you
have not had a response to your application within two-weeks of the closing date
you should assume you have been unsuccessful in your application.

IEEP strives to be an equal opportunities employer and undertakes that there shall
be no discrimination in employment policies or salaries on grounds of race, ethnic
origin, gender, disability, religious or similar belief, sexual orientation, age, gender
reassignment or marital and civil partnership status.




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