Executive Assistant

Cardiff, South Glamorgan, United Kingdom

Job Description

Executive Assistant

Job Type: Permanent, Full-Time, 37.5 hours per week

Hybrid working opportunity

About the IB

The International Baccalaureate provides world-class educational services to over 6,000 schools across more than 160 countries. Additionally, we are increasingly working with Education Systems, supporting them in achieving their education reform goals. A career with the IB is not just a job; it’s an opportunity to work with an innovative world leader in education services where we empower our employees to thrive and make a difference.

About the Role

As an Executive Assistant you’ll provide executive and operational assistance to our Deputy Director General, whose role is to support our Director General in the implementation of IB Strategy. You will be the primary point of contact for all internal and external stakeholders regarding matters pertaining to the Deputy Director General.

Responsibilities

Key Responsibilities

• Coordinating complex scheduling and managing of the Deputy Director General’s calendar, deadlines and business correspondence.
• Organizing international business travel and logistical management of meetings.
• Accountable for managing expense claims and maintaining accurate expense records.
• Assisting the Deputy Director General with preparation for business meetings to include gathering and composing predatory files.
• Minute taking during meetings (when required) and subsequent distribution of follow-up communication.
• Planning and scheduling meetings or small events based on the requirements of the Deputy Director General
• Gathering and composing information from various sources to verify and analyse information for use in documents such as emails, letters, memos, reports, speeches, presentations speeches, presentations and news releases.
• Maintains (digital and paper if appropriate) archives, filing correspondence, documentation and files, including confidential and sensitive material
• Supplies and gathers information, at the request of the Deputy Director General, to and from others, including external bodies.

Qualifications

About You

• Proven experience in an administrative role supporting upper management / executive level as an Executive Assistant or Personal Assistant.
• Excellent organizational and time-management skills. Ability to anticipate potential needs and requirements of colleagues.
• Collaborative and constructive attitude.
• Curiosity in developing your understanding of people and the organization further.
• Excellent computer skills and proficient with office MS Office tools (e.g. Microsoft office 365, Power Point).
• Excellent written English with proofreading skills and excellent attention to detail.
• Written fluency of additional languages (particularly French) would be beneficial, though not essential for the role.

In addition to your salary, we offer an attractive range of benefits including:

• 10% employer pension contribution from first day of employment (minimum contribution required from yourself is 3%)
• Annual salary review (from July 2027)
• 25 days annual leave, plus public holidays
• 10 days work from anywhere leave (per calendar year)
• Enhanced family friendly benefits
• Life assurance 4x annual salary
• Paid volunteering leave (one day per calendar year)
• Flexible benefits allowance at 1.5% of your annual salary
• Health and wellness schemes
• Disability Confident Employer
• Cycle to Work scheme
• Discounts on a range of products, including days out and gym memberships
• Cash back opportunities available from a wide range of retailers
• Employee Assistance Programme
• Free onsite parking

Applications will be accepted until 11.55pm BST, 17 July 2026

Opportunity & Belonging

We are committed to building a working environment that values respect, diversity, and compassion. The International Baccalaureate is proud to be an equal opportunities employer, and we welcome applications from all qualified applicants. As a global employer, we adhere to all relevant employment legislation in the countries in which we operate, and we’re happy to provide any reasonable support or adjustments as needed to ensure applicants can fully participate in our recruitment process.