Executive Assistant and Stakeholder Manager

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About the Organization

The 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.

Job Description

This role will be part of the India and South Asia executive and leadership bodies and requires working closely with senior colleagues across India and South Asia and engaging with senior external stakeholders and VIPs.

The role is a predominantly office based role (4 days a week minimum) requiring some travel within India and occasionally within South Asia or to the UK.  It also requires some irregular and unsocial hours.

The successful postholder will need to hold the highest levels of integrity and confidentiality and contribute to building the external reputation and profile of the organisation.  The postholder will have to work closely with representatives from across the British High Commission and British Deputy High Commissions.

It is a high pressured and high paced office and requires the postholder to be flexible, manage a high volume of work, work independently to seek solutions for issues and challenges from across teams.

The postholder will work approximately 70% supporting the India Country Director and 30% supporting the Regional Director.

Job Responsibilities

Accountabilities, responsibilities and main duties:

Logistical support and problem solving

• Develop and maintain clear and efficient processes to support the Directorate, and make sure they’re aligned to corporate policies and procedures.
• Manage email, diaries, arranging meetings and venues, meeting visitors etc.
• Managing Country and Regional Director’s travel (end to end including visas, hotels, expenses etc), prioritising and coordinating with other teams and offices and ensuring programmes, briefing notes and details of external stakeholders to be met are provided in time.
• Manage India and South Asia regional meetings, ensuring venues, lunches and travel arrangements are made within budget and policies. 
• Assist in minute taking as needed, establishing processes and systems for recording and tracking actions.

Relationship and stakeholder management

• Build good relationships across country, regional and British High Commission teams and external stakeholders, especially with private offices of key government offices
• Develop an understanding of the British Council work to enable you to engage with stakeholders appropriately and ensure information and data is requested and included in briefs and speeches in a timely manner.
• Manage stakeholder databases and plans, ensuring these are up to date at all times, liaising with Deputy and Area Directors and Sector Leads.
• Act as single point of a contact for Country Director’s office for external stakeholders including following up all meetings and establish contacts with peers in key stakeholder and partner organisations
• Support planning and management for VIP and official visits, working with area and sector teams, and British High Commission and co-ordinating guest lists, programming, logistics to ensure high quality.

Managing event and meeting planning and communications

• Liaising with country/area teams to ensure that the national forward look calendar is up to date and shared with internal British Council and British High Commission stakeholders regularly
• Mobilise teams to ensure input to CD and RD speeches and high quality briefing notes are prepared for all meetings, visits, speeches etc within specified timeframes. Ensure these documents are saved and accessible for future events/meetings.
• Work closely with the India Leadership Team and Regional Leadership Team on team meetings, leading on scheduling meetings, preparing and circulating agendas, keeping minutes, noting action points and following up on actions until completion and overseeing knowledge management (TEAMS sites etc).
• Coordinate onboarding of India leadership colleagues and India based regional leadership colleagues. Liaise with relevant departments and HR to effectively oversee international mobility and national onboarding of India based  leadership colleagues including requests for asset procurement, IT support, overseeing scheduling of induction meetings.
• Support other teams as needed on adhoc projects as required and agreed with Director.

Operations

• Manage administrative and governance of processes of the CD and RD office, including management of delegated authorities, contract and MOU records, conflict of interest, EDI returns etc
• Assist with internal and external communications, working closely with Regional and national Head Communications, including from time to time updating websites and TEAMS channels, managing social media channels etc
• Manage or assist in managing projects or events as agreed with CD and RD

Financial Management

• Monitor and report on the national Directorate Budget liaisoning with Deputy and Area Directors.
• Manage CD and RD expenses. 
• Raise purchase orders if required for directorate events, meetings and travel

Education Qualification/Required Skills & Experience

• Track record of working in a busy, fast paced office and manage multiple deadlines
• Experience of using digital systems including MS Office, SAP, TEAMS or similar
• Stakeholder management
• Excellent written and spoken communication skills
• Strong team player ready to jump in and support as needed
• Experience of minute taking and editing

Qualifications

• Essential – Graduation or Equivalent

For more information please check the Link

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