Executive Assistant - London, United Kingdom - Oceana UK

Description

Hours: 40 per week Monday to Friday


Contract:
Permanent


Salary:

TBC

Holiday: 25 days per year plus Bank Holidays


Based:
Hybrid working. London (or Cornwall) office three days per week, with
two days per week home working.


Probationary Period: 6 months


Reports to:
Executive Director

Oceana is dedicated to protecting and restoring the world's oceans on a global
scale. We are a leader in science-based advocacy, and we campaign for policies to make
the world's oceans more abundant, vibrant, and biodiverse. Globally, Oceana has won more than
200 policy victories for marine life and habitats. From stopping bottom trawling in sensitive
habitat areas to protecting sea turtles from commercial fishing gear, our victories represent
new hope for the world's oceans.

We operate as a combined international organisation. Through recent expansion, our talented
staff consists of about 240 people, working in more than 12 countries, including scientists,
communications, fundraising, finance, administration, policy, and advocacy experts.

In July 2018, Oceana UK launched its first London office to strengthen its research and policy
work in the United Kingdom, building on Oceana's 2016 and 2017 research expeditions in the
North Sea to locate and explore environments that deserve protection.

Oceana UK is now focused on some of the biggest threats facing our ocean, alongside climate
change. Fighting habitat destruction, stopping industrial overfishing, and preventing new
offshore oil and gas developments with their inextricable link to the climate crisis.

The charity has a vision for thriving seas around the British Isles, using highly visible
campaigns and detailed policy interventions to secure measurable changes to rebuild and
maintain ocean abundance and health. Oceana UK will act as a vital public-policy interface
- raising the profile of our issues through campaigns, science, communications, and expeditions,
and influencing policymakers directly for commitments at key moments throughout the year.

Our small, experienced, and highly motivated team will work in geographically diverse locations
in London, Scotland, and Cornwall, coming together both digitally and in person as part of
developing and delivering our ambitious campaign strategy to restore ocean biodiversity and
abundance.

Job Purpose

We are seeking an Executive Assistant, based in our Cornwall or London office. The Executive
Assistant will provide principal administrative and project support to the Executive Director,
alongside some support duties for the Director of Finance & HR and Leadership Team. The
Executive Assistant handles confidential matters, facilitates departmental information
exchange, and maintains a collaborative alliance with internal and external constituents. The
Executive Assistant manages a varied, high-volume workload and works independently to meet
deadlines and accomplish tasks.

Role Overview

Work with the Executive Director to manage all relationships with stakeholders and
partners, including external constituents and vendors.

Provide administrative support to the Executive Director, such as month-end expense
reporting, credit card statement reconciliation, communication with vendors (airlines, hotels,
etc.) to resolve credit card discrepancies, booking travel.

Act as the first point of contact for the organization, including responding to incoming
skills to address timely correspondence and phone inquiries, minimizing handling by the
Executive Director.

Ensure that all funders' information entered in CRM system is reliable and up to date.

Work with the Director of Finance and Administration to draft contracts in the computerized
contract lifecycle management system and communicate with legal and other departments.

Draft correspondence, briefings, meeting memos, departmental reports, and presentations on
behalf of the Executive Director.

Manage internal and external events (in-person and virtual), including working with
vendors, managing the virtual meeting platform, managing the guestlist, deploying
communications through Salesforce, and assisting with the run of show.

Organize and manage departmental and international meetings, including taking notes,
reviewing action items, and maintaining documents.

Follow up on assignments given by the Executive Director to direct reports and provide the
Executive Director with periodic updates.

Handle research assignments for the Executive Director using the internet, Oceana's
library, and other sources.

Work with the Director of Finance and Administration to draft documents for Oceana UK Board
of Directors meetings, including waivers of notice, resolutions, and minutes.

Communicate with the Board of Directors and distribute documents in advance of meetings.

Support the Executive Director on donor stewardship and other funding related activities,
including managing timelines for funder reports, event coordination, collating updates from
t