Intern Coordinator

Executive Administrator, Professional Membership, permanent, London, hybrid working, 3 days a week, to £33,000 pro-rata

Scroll down to find the complete details of the job offer, including experience required and associated duties and tasks.

High profile professional membership body based in London, requires an Executive Administrator to provide administrative support to ensure the smooth running of the department. This is a permanent role working 3 days a week, and involves plenty of people contact, organising the recruitment and onboarding of interns, plus supporting the Senior Executive Assistant and deputising for her when needed.

The main responsibilities of the Executive Administrator are:

• Provide administrative support to the Executive Director, as directed by the Executive Director or Senior Executive Assistant
• Receive, collate and forward applications from prospective interns for shortlisting
• Arrange intern interviews with Heads of Departments
• Send offer letters, check visas
• Help to interview potential interns for your own department
• Act as first point of contact for interns, taking note of sickness absence and holiday
• Organise online meetings for interns to network
• Coordinate Intern Newsletter – liaising with interns/production/content/web team to ensure the creation of the newsletter
• Put together grant requests
• Update intern pages on the website
• Manage expenses
• Manage applications for fellowships, arranging payments to winner and facilitating mentorship calls
• Assist with collation of Annual report, liaising with Accounts and Production teams
• Arrange and attend meetings with Treasurer, Assistant Treasurer, Head of Finance, Head of Production and Executive Director to review
• When covering for the Senior EA you may be required to organise complex diaries, take minutes at meetings and ensure the smooth running of the Executive Office

Person specification and skills. You have:

• Minimum 3 years Administrative / Secretarial experience in an office environment
• Spreadsheets, budget monitoring, confidence using MS Office particularly Word
• Excellent written and verbal communication in English
• The Ability to prioritise and manage own workload
• Strong attention to detail and the ability to multitask
• Self-motivation and initiative
• Ability to work both independently and as part of a team
• Confidence, diplomatic approach, politely assertive with the ability to maintain agreed processes
• The ability to develop effective working relations with senior professionals from various cultures
• Experience in an international environment would be an advantage as would event organising experience. If you have dealt with high level executives that would be a plus.
• In addition, confident database skills, minute taking and travel / hotel liaison and negotiation would be an advantage

This is a great opportunity, apply now.

Due to the large number of applications that we receive, only shortlisted applicants will be contacted. xwzovoh

Val Wade Recruitment are actively looking for applicants from underrepresented communities, and pride ourselves as an equal opportunities’ employer and agency.