Reference: 111200369
Location: London, UK
Closing Date: 21 Dec 2011
General Information
The Legal and Constitutional Affairs Division (LCAD) facilitates legal cooperation in the areas of constitutional law, combating trans-national crime, international law; and other emerging areas of the law. There are three specialised sections within the division – the Criminal Law Section, the Justice Section and the Law Development Section.
Job summary
The Executive Assistant provides secretarial and administrative services to the Director of Legal and Constitutional Affairs. She/he also assists other LCAD staff members as required. The duties include facilitating the Director’s correspondence and telephone contacts, diary appointments, travel arrangements, filing, assisting with budget preparation, and organisation of social events.
Task description
The post-holder will provide a secretarial service to the Director, LCAD and, when required, to professional staff of LCAD, including :
- co-ordinating the Director’s appointments and diary management
- handling all incoming and outgoing mail
- making travel arrangements and preparing acquittals for the Director
- preparing presentations and reports
- arranging hospitality functions
- record and produce monthly minutes of LCAD staff meetings
- assisting the preparation and finalisation of briefs, drafts for meetings and other document
- entering financial information in CODA (the Commonwealth Secretariat accounting system) and assisting SASD staff with standard computer applications.
Working with the Programme Support Team, and reporting to the Director of LCAD, the post-holder will carry out administrative functions including:
- acknowledging correspondence
- dealing with confidential matters with tact and sensitivity
- maintaining and controlling office supplies
- following up on behalf of Director of LCAD or other LCAD staff on decisions made on the work of the Division to ensure that deadlines are met
- maintaining the Director’s confidential files and working together with administrative assistants to maintain central registry.
- maintaining Divisional leave/travel records/timesheets and providing information to Deputy Secretaries-General and other officers as appropriate.
- Undertake minor research and analysis as and when required
May occasionally accompany Director or other LCAD staff to meetings, conferences and workshops in London and overseas to provide secretarial and administrative assistance.
Performs any other duties as may be required from time to time.
Person specification
Education
- Secondary Qualification to A Level or equivalent vocational qualification.
- Desirable Recognised qualification in secretarial work.
Experience
- At least three years’ experience of a similar type of work.
- Successful completion of formal full-time training (or part-time equivalent) as an Executive Assistant or an equivalent technical, professional or academic qualification.
Desirable
A member of the Institute of Qualified Private Secretaries / Institute of Chartered Secretaries or equivalent qualification
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