Administrative Assistant to DGMT Innovation Directors at DG Murray Trust

Role

We seek a highly organised senior assistant to provide comprehensive administrative support to the four DGMT’s Innovation Team directors. This role involves various duties including logistics, event planning, information management, and general administrative tasks. The ideal candidate will be proactive, detail-oriented and capable of managing multiple priorities for multiple people in a fast-moving environment.

Minimum requirements

• Minimum 5 years experience as an assistant or in a similar administrative role for a senior management team.
• Exceptional organisational and time-management skills.
• Strong attention to detail and problem-solving abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Ability to manage multiple tasks and prioritise effectively.

Responsibilities

 Scheduling, Coordination and Travel:

• Arrange travel, accommodation, and transport for the Directors.
• Conduct bi-weekly check-ins with each Director to ensure alignment and address support needs.
• Manage and maintain schedules for key meetings and engagements.
• Provide general administrative support to the Directors as needed.

Meeting and Event Planning and Management:

• Plan and execute events, conferences, workshops, and meetings.
• Coordinate with vendors, suppliers, and venues.
• Manage pre-event, during-event, and post-event logistics, including catering, transport, accommodation, and communication with attendees.
• Coordinate logistics for internal team meetings/workshops, including scheduling, venue booking, resource procurement, and catering.
• Organise workshops and events with sector partners, ensuring all logistical aspects are managed efficiently.
• Gather feedback post-event and handle follow-up activities.

Information and Knowledge Management:

• Ensure accurate filing and storage of key portfolio documentation including grants, contracts, Board, HR, admin, and finance.
• Support the collation of project plans and facilitate efficient team planning.