Personal Assistant
2 maanden geleden
**Personal Assistant**
**Salary**: 40.825 - 51.031
**Job Type**: Full-Time
Permanent, initial contract 1 year
Location: IB (International Baccalaureate®) Global Centre, The Hague
- Hybrid working opportunity _
**About the IB**
If you're looking to work for a global organisation with a meaningful mission, and with colleagues all over the world, then the International Baccalaureate® (IB) may have the ideal opportunity for you The International Baccalaureate provides world-class educational services to over 5,500 schools across 159 countries. A career at IB is not just a job; it’s an opportunity to work with an innovative world leader in education services and contribute to our 50-year mission of creating a better and more peaceful world.
**About the job**
The post holder provides proactive and professional support to the Global Director Business Development (GDBD) and in his role as Global Centre Manager (GCM) of The IB Global Centre The Hague and of the IB Foundation Office Geneva, by ensuring that the office of Business Development and Conferences runs to high standards.
The post holder is expected to understand the IB’s mission and strategy, the GDBD’s and GCM’s functional responsibilities and to be able to provide support and manage the related responsibilities of the office efficiently in great detail and with complete confidentiality. The post holder works independently with mínimal supervision with other departments and collaborates closely in a professional and respectful manner with the EAs of the Executive Team members.
Within the IB’s global structure, and because of its global reach across time zones and cultures and the GDBD international travel schedule, this position requires global sensitivity and the ability to adapt to changing schedules across time zones.
This role is key in assisting with the flow of information, projects and deliverables to and from the GDBD’s office to related departments, key schools’ stakeholders (where relevant), the broader IB staff and key external relationships.
As long as the GDBD is the Global Center Manager to the Global Centre in The Hague and the Geneva Foundation Office, the post holder is expected to provide administrative and coordination support from the GCM to the Global Center Leadership Team (GCLT) and to staff within the global centres.
Some travel could be required.
**Role and responsibilities**
Assistance to the GDBD
- Schedules meetings with individuals or groups for internal and external participants.
- Secures all documentation needed ahead of time for upcoming meetings by communicating deadlines to the respective stakeholders.
- Organizes meeting agendas and ensures that the meetings are ran efficiently and that all the preparation work needed prior to the meetings has been completed.
- Keeps in close contact with the office of the Chief Business Development Officer (CBDO) and of the Director General and ensures alignment, between the offices, on all matters.
- Undertakes a wide range of tasks such as proactively following up on issues, reviewing and editing papers, carrying out basic research/enquiries on websites for information, obtaining information from the IB’s website and relevant databases.
- Is familiar with all the IB SharePoint sites and can access and download relevant information in a timely manner.
- Undertakes basic analysis of data/information and report findings and recommendations. Deals with materials and issues of a confidential nature.
- Monitors, anticipates, and manages the GDBD’s deadlines and schedules as appropriate to ensure enough lead time for deliverables.
- Coordinates and attends meetings, takes minutes and follows up on all actions agreed.
- Takes an interest in all the activities of the IB and keeps the GDBD informed of matters that are relevant to the GDBD office.
- Produces agendas, reports, minutes and presentations within determined deadlines and to a high professional standard.
- Takes on ad hoc tasks and projects as required from time to time and delivers these within the deadlines and to a high standard.
Assistance to the Business Development & Conferences office
- Supports Heads of the Business Development and Conferences office in areas of coordination required from the GDBD and facilitates meetings where needed.
- Supports in collating the annual budgets and plans.
- Responsible for arranging bi-weekly individual and team meetings and developing the related agendas.
- Documents minutes of meetings and develops the action lists.
- Follows up on the action lists ensuring timely commitment to the deliverables.
- Prepares monthly reports.
- Collates the Quarterly Business Review Reports for the Business Development and Conferences office and ensures timely delivery to the EA of the CBDO.
- Arranges monthly meetings with the Finance department and the GDBD to discuss the financial report and making sure that the office is adhering to the monthly budget.
- Provides assist
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