United Kingdom of Great Britain and Northern Ireland: Office Manager & Executive Assistant to the CEO

The Freedom Fund (www.freedomfund.org) is the world’s first private donor fund dedicated to identifying and investing in the most effective frontline efforts to end modern slavery. It:

• generatesprivate funding by demonstrating how effective interventions can protect those at risk of being enslaved and free those in slavery.
• investsin those countries and sectors with the greatest incidence of slavery.
• analyses which interventions work best, and sharesthat knowledge.
• brings together a community of activists committed to ending slavery and empowered by the knowledge of how best to do so.

The Freedom Fund now has programs in Northern India, Southern India, Ethiopia, Thailand, Southern-Eastern Nepal and Central Nepal. It currently supports and funds over 50 NGOs around the world.

About the position

This position will provide direct administrative support to the CEO, work closely with the Director of Finance and Administration to ensure the smooth operation of all finance matters and will oversee office operations for a small but driven and dedicated international staff.

This is an exciting opportunity for an ambitious individual, who is passionate about human rights, to make a key difference in the administrative life of a nonprofit that will have a profound impact on the lives of millions.

Responsibilities

Executive Assistant

• Support the CEO and other staff with appointment setting, calendar management, travel arrangements, and correspondence.
• Assist in board and founder relations, including scheduling, document preparation and logistics for board meetings.
• Process CEO expenses and reimbursement claims.
• Coordinate staff meetings, take and disseminate meeting notes.

Finance support

• Manage and process invoices.
• Input and reconcile accounting data into the accounting system with speed and accuracy.
• Ensure swift payment of invoices and resolution of UK’s finance related queries.
• Liaise with the payroll company, including tracking sick time, vacation hours, and holiday pay.
• Assist with end of year preparation and procedures.

Office management

• Perform receptionist duties: answering the phone, taking messages, filing mail processing and office cleanliness and presentation.
• Run errands, manage supplies, and all vendor relations.
• Support data entry in donor management software.
• Problem solve any technical challenges with computer systems, email and networks as needed.
• Coordinate the hiring of interns.
• Ad-hoc updates to the employee handbook and associated organisational policies and procedures.
• Assist with recruitment of staff and maintenance of personal files & benefit plans.

Qualifications and experience

Essential

• Undergraduate degree (preferably related to international development, politics, human rights).
• At least two years professional work experience (internships qualify).
• Outstanding oral and written English communication skills.
• Excellent numeracy and MS Office (specifically Excel) skills.
• Ability to work in a Mac office environment.
• Entitled to work in the UK without work permit sponsorship from the Freedom Fund.

Desirable

• Knowledge of Salesforce and and computerised accounting software.
• Experience of working within a finance department and basic understanding of accounting procedures.

Personal attributes

Essential

• Team player committed to the Freedom Fund’s vision, mission, values and goals and passionate about human rights issues.
• Able to work as part of a team in a co-operative and supportive way.
• Ability to build relationships with a wide range of individuals from diverse backgrounds.
• Commitment to excellence and a relentless pursuit of results with an exceptional work ethic, strong organisational skills and a can-do attitude.
• Entrepreneurial and driven individual with exceptional attention to detail.
• Ability to anticipate and determine staff and CEO needs to ensure greater efficiencies.
• Ability to manage multiple projects on parallel and competing deadlines.
• Ability to work independently, displaying strong initiative in solving day-to-day problems with limited direction.

Compensation

• £27,000 per annum plus 10% non-contributory pension scheme.
• 25 days holiday pro rata, plus public holidays.
• Season ticket loan and childcare voucher schemes available.

Applications should be submitted in English and include a CV, cover letter (maximum one page) and contact details of two referees.

Please send applications by email in PDF format to jobs@freedomfund.org, including ‘Office Manager & EA to the CEO’ in the subject line. There is no closing date and interviews will take place on a rolling basis until the position is filled. Please note that only candidates selected for further consideration will be contacted. No agencies please.

The Freedom Fund is an Equal Opportunity Employer and encourages candidates of all backgrounds to apply for this position. Applicants must be eligible to work in the United Kingdom.