Executive Assistant to the Managing Director, APAC

at  TONY BLAIR INSTITUTE SINGAPORE BRANCH

WE DON’T JUST TALK, WE DO. LEAD THE CHANGE WITH US.

At the Tony Blair Institute for Global Change, we work with political leaders around the world to drive change. We help governments turn bold ideas into reality so they can deliver for their people. We do it by advising on strategy, policy and delivery, unlocking the power of technology across all three. And by sharing what we learn on the ground, so everyone can benefit. We do it to build more open, inclusive and prosperous countries for people everywhere.
We are a global team of nearly 800 changemakers, operating in more than 30 countries, across five continents. We are political strategists, policy experts, delivery practitioners, technology specialists and more. We speak more than 45 languages. We are working on over 100 projects, tackling some of the world’s biggest challenges. We’re all here at TBI to make a difference.
In a world of ever more complex challenges, we believe diversity of background and perspective is a strength. We pride ourselves on a culture that values and nurtures difference. We are dedicated to unlocking potential, not only for the countries we work in but also for each of our team members. No matter where you’re from or who you are, if you’re passionate about the transformative power of progressive politics, we invite you to build a better future with us.

PERSON SPECIFICATION & KNOW HOW

The successful candidate for the role should be able to display the following essential criteria:

• Several years of senior level PA/EA experience to Managing Director/C-Suite level
• English to business level
• An ability to operate in a fast moving and pressured environment
• Excellent communication, time management and organisational skills
• Excellent IT skills including Microsoft Word, Excel, PowerPoint, Outlook, Teams, and other applications
• Experience of working with and interacting with high profile figures, both internally and externally
• High levels of discretion, interpersonal skills, good judgement and tact
• Proactive team player with positive attitude
• High attention to detail and aptitude for planning
• Experience organising complex travel, events, and itineraries

In addition to the above, the majority of the following is desirable:

• A second language
• Understanding of national and international protocols for senior dignitaries and high profile individuals
• Experience working in a Global organisation
• Operational level political understanding and knowledge of current affairs
• Support for the aims of the organisation
• Experience working collaboratively with colleagues and performing other duties as reasonably required to achieve the goals of your team and the Institute

KEY RESPONSIBILITIES

• Diary Management – co-ordinate internal and external appointments, conference/video calls, across time zones whilst proactively ensuring diaries reflect shifting priorities
• Meetings and Events – arrange internal and external meetings, events and offsites, including scheduling, ensuring the right staff attend meetings, greeting guests, coordinating logistics, catering, preparing agendas, circulating papers, tracking action points, and taking minutes
• Travel support – strategic planning on the MD travel calendar, organising visas, flights, trains, accommodation, transfers, currency, inoculations, scheduling meetings and preparing detailed itineraries and supporting briefing/materials. Work closely with organizing teams to ensure seamless and efficient travels since the MD travels extensively throughout the year
• Email management (if required) - monitoring mails, drafting responses, highlighting urgent items for action, filing inbox
• Information management - file, filter, summarise, structure, and action incoming correspondence and prepare letters/emails on behalf of management
• Action management – manage a central system to record, track, and follow-up on actions delegated to various colleagues and stakeholders, while ensuring timely responses and approvals for matters that require the MD’s attention
• Research support - collecting data, carrying out research (for instance reviewing online source material) and writing basic briefing material. The MD is looking for someone who can really assist with the workload, and not just restricted to the more general support
• Expense Management – completing monthly claims, reviewing expenses and invoices for approval on behalf of management
• Team supervision - train, mentor and provide guidance for junior team members as required
• Presentation preparation – As and when needed, consolidate PPT presentations, documents and briefing notes for the MDs
• Adhoc business tasks - Willingness to tackle ad hoc tasks as they arise, demonstrating flexibility, curiosity, problem-solving skills, and adaptability in supporting the MD
• Occasional personal tasks

The successful candidate for the role should be able to display the following essential criteria:

• Several years of senior level PA/EA experience to Managing Director/C-Suite level
• English to business level
• An ability to operate in a fast moving and pressured environment
• Excellent communication, time management and organisational skills
• Excellent IT skills including Microsoft Word, Excel, PowerPoint, Outlook, Teams, and other applications
• Experience of working with and interacting with high profile figures, both internally and externally
• High levels of discretion, interpersonal skills, good judgement and tact
• Proactive team player with positive attitude
• High attention to detail and aptitude for planning
• Experience organising complex travel, events, and itinerarie