Office Coordinator and PA to Executive Director At Business and Human Rights Resource Centre

Business & Human Rights Resource Centre is seeking a dynamic professional who can be an integral part of the Operations Team and ensure the smooth running of the organization, from facilities and office management to partnership with HR and Finance, from PA support to the Executive Director to the enhancement of the organization’s administrative efficiency.

Based in: London

Salary: £28,000 per year + 5% pension contribution

Closing date for applications: 24 October 2021 – 17.00GMT

Interviews (if selected): 28-29 October 2021

THE ORGANIZATION

The Business & Human Rights Resource Centre is an international human rights organization working to ensure respect for human rights are at the core of companies’ business models; empower communities and workers, to secure their rights; and advance accountability for corporate human rights abuse. Our Global Team, based in more than 20 countries around the world, work with a rich network of activists, unions, human rights groups, and investors. Our website and publications are available in nine languages. We work across all sectors and issues related to business and human rights, with strategic focus on the rights of workers in global supply chains, the rights of communities seeking responsible natural resource use and a just transition to zero carbon, and the rights of people to accountable digital technologies. The Office Coordinator will be an integral part of the Global Team.

The Resource Centre has helped define the growing field of business & human rights. It has put companies in all regions on notice that their human rights conduct is being watched. It has drawn attention to corporate abuses in all countries and provided increased recognition to those companies taking positive steps to promote human rights. The Centre is widely respected for being fair, objective, and constructive in its approach to make change happen.

THE POSITION

Office Administration

• Act as first point of contact within the London office. Deal with telephone and email queries; greet visitors; take in incoming post and other deliveries
• Maintain supplier contract records and ensure office calendar is kept up-to-date
• Manage filing systems and maintain supplies of stationery, business cards, equipment and office sundries
• Act as first point of contact for IT queries from staff and liaise with external suppliers
• Manage IT hardware orders and inventory
• Process and code invoices relating to operations
• Help organise events, disseminate invitations, keep track of RSVPs, print name tags; etc.

Operational support

• Assist with induction of new staff
• Assist with regular updates of certain parts of the website, with particular responsibility for company sections and business & human rights-related events
• Maintain the Resource Centre’s organogram
• Build global contact lists for dissemination of press releases, announcements, invitations to events, etc; research new contacts and ensure existing lists are kept up-to-date; assist with upgrading the organization’s entire Salesforce contact management system
• Build the company intranet system through SharePoint and help drive efficiency into the organization
• Undertake additional tasks, in consultation with the Executive Director, that are necessary for the effective operation of the organization

Personal Assistant elements to Executive Director

• Assist with booking travel and accommodation, diary management, scheduling of meetings, etc. mainly for Executive Director, and also for other Global Team members and board members as necessary
• Provide essential personal assistance support to the Executive Director regarding emails & appointments

Work flexibility

Due to the small size of the Resource Centre, all people assisting with its work must be willing to shift priorities and tasks quickly, and be willing to have their work reviewed by colleagues.

CREDENTIALS

Qualifications

• A minimum of 2-years’ experience running administration of an office
• Previous experience in a PA role, including governance support and diary management
• Experience in successfully carrying out labour-intensive, routine but important tasks
• Demonstrable IT proficiency, especially with Microsoft Office – particularly with SharePoint, OneDrive, Excel, Word and PowerPoint
• Excellent organizational skills, proven ability to prioritise tasks, manage a busy workload and work to deadlines
• Willingness to develop and maintain extensive contact lists
• Willingness to learn how to develop and manage an efficient and effective contact management system for the organization
• Ability to deal with a wide range of contacts with professionalism, tact and diplomacy
• Strong attention to detail, accuracy and consistency; commitment to the integrity and quality of outputs
• Excellent written and verbal communications skills
• Evidence of team working and build strong working relationships
• Experience with Salesforce a plus

Personal Qualities

• Fluent English: reading/writing/speaking
• Experience of organising & prioritising own work
• Experience of managing many diverse tasks at the same time, including under pressure
• Ability to work in a busy, fast-moving environment
• Ability to use own initiative, and to work independently within agreed framework
• Ability to deal with people from a variety of cultures & backgrounds in a sensitive & understanding manner, using a diplomatic approach or being firm when required
• Interest in & commitment to promoting human rights
• Discretion and confidentiality in handling sensitive issues
• Ability & willingness to work during weekends on occasion, for example if an important conference is held on a weekend, or if attending a trustee meeting in London held on a Saturday – Note: a proportionate amount of time off to compensate for this overtime work can be taken afterwards
• Right to work in the United Kingdom