Co-CEO Office Coordinator job at ADD International | Apply Now

Project management

• Have oversight of the Co-CEO and SLT Work plans and help ensure these are project managed well and achieved including being responsible for ensuring our internal dashboards are kept up to date and that task and commitments are followed up on

• Help our CEOs to build and model excellent internal communication that supports an Inclusive Culture within ADD

• Support the development and monitoring of Co-CEO Work plans and SLT Implementation plans and dashboards

• Project management of specific areas of their work and maintaining oversight of others involvement. Following up, liaising with other senior members of staff, and chasing others whose input is required to ensure tasks and objectives are completed on time.

Administrative Support

• Carry out routine office support responsibilities including, but not limited to, complex diary management (including organising meetings for two people in different time zones) and global travel arrangements, including visa applications, expense claims, organising business related functions and liaising with finance in relation to invoices etc.

• Monitor and manage CETOs’ email inboxes, handling confidential information with discretion and keeping communications on track and following up where needed to arrange appointments and respond to issues that may arise.

• Keep both CETOs advised of time sensitive and priority issues, ensuring appropriate follow up.

• Lead on the organisation and administration for business related meetings and events both internally and externally, online and in-person. Attend meetings and take notes of the discussion; prepare the initial draft of minutes and summaries.

• Work closely with both Co-CETOs to help prioritise their time appropriately and ensure adequate support is provided for all interactions, including briefing, handover and schedule juggling.

• Co-ordinate travel schedules as they arise and organise meetings and events as necessary helping the Co-CETOs focus on the key elements of their job with minimal admin to undertake themselves. Liaise with our Resources Manager to do this.

• Log contacts and record meetings and notes where appropriate in a system you develop for us.

• Act as main point of contact and provide administrative support for ADD’s Board of Trustees, for example meeting administration, circulating papers, making travel arrangements etc.

• Facilitate the gathering of feedback about Co Leadership within ADD working closely with our HR Manager.

Internal Systems

• Design our internal documentation management systems that support our Co CETOs using existing Microsoft 365 technology (SharePoint and Teams) to help manage all of this information.

• Support the Co-CETOs to hand-over tasks and events where appropriate so that important tasks or meetings do not get forgotten.

Supporting Communications

• Support both CETOs with recording and sharing their ideas and thinking including but not limited to, taking dictation from meetings, voice notes and conversations and creating copy and communications based on them.

• Supporting us where necessary to produce documents (for example correspondence, reports and presentations), liaising with other team members and supporting with aspects of proofreading and design as they may arise.

• Support the development of internal communications tools that support our Co Leadership approach including SharePoint news updates and ADD wide Teams channels that help build our Inclusive Culture

Safeguarding level.

We are committed to ensure we are a safe organisation, delivering safe programmes that ensure we do no harm to people we work with. Our processes ensure all posts are graded, based on interaction with children and vulnerable adults. This post is a Level 1 post, see outline of all levels below:

• Level 1 - Office based, no real direct access to children/vulnerable adults.

• Level 2 - a travelling role, possible access to children/vulnerable adults but unlikely to be alone.

• Level 3 - regular access to children/vulnerable adults including on their own, or lead responsibility for safeguarding within office/location.

In addition to the responsibilities listed above, this role like all at ADD, will also have specific responsibilities relating to safeguarding:

• Ensure familiarity, and compliance with, ADD’s child and vulnerable adult safeguarding policy and undertake training as required. In particular:

• Contribute to creating and maintaining an environment (including within ADD) that prevents safeguarding violations and promotes the implementation of ADD’s policy;

• Report any concerns or suspicions regarding safeguarding violations by an ADD staff member or associated personnel to the appropriate staff member.