JOB DESCRIPTION
AMNESTY INTERNATIONAL INTERNATIONAL SECRETARIAT (AIIS)
JOB TITLE: Executive Assistant to the Secretary General
DEPARTMENT: Office of the Secretary General
JOB PURPOSE: Undertake a broad range of high-level administrative and personal support
to the Secretary General to enable the SG to meet her/his objectives as leader of the
Movement and Chief Executive of the International Secretariat effectively and to provide a
positive and efficient image of Amnesty International and the International Secretariat.
Activities involve utilizing a high level of political judgment and sensitivity, working under
own initiative, to deliver a differentiated service with a high level of complexity and regular
need to coordinate / integrate often complex activities with other stakeholders and develop
solutions to non-standard situations, including under crisis or time-constraints, regularly
managing conflicting priorities with a short time-frame.
DEPARTMENT PURPOSE:
AIIS PURPOSE: The IS, which operates from a number of sites around the world, gathers and
communicates accurate and action-oriented human rights information globally. We
campaign for meaningful human rights change; enable effective human rights activism and
work to persuade governments and other actors to uphold universal human rights standards.
We provide strategic leadership, support and advice to the AI movement globally, fostering
AI’s contribution, presence and public accountability throughout the world.
WORKING RELATIONSHIPS:
Reporting to: Head of the Office of the Secretary General
Posts that this job manages: Interns, volunteers.
Other key relationships: Secretary General, Executive Deputy Secretary General, all Office of
the Secretary General staff, Senior Directors and their assistants, Management Team and
their assistants, staff in resource programmes.
USEFUL INFORMATION:
This role acts as the first point of contact for the Secretary General, requiring the ability to
exercise high standards of servicing to a range of stakeholders (internal to the IS and the AI
movement, media, governments, NGOs and beneficiaries of AI’s work, amongst others). The
position also provides support to the Secretary General to meet her/his objectives. This is a
full-time position which requires the ability and willingness to regularly work out of office
hours as appropriate. Strong political judgement, and planning, prioritization and managing
conflicting demands skills are essential.
LOCATION: London
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MAIN RESPONSIBILITIES:
The postholder should have an understanding and overview of the work of the Secretary
General and her/his Office to enable the postholder to fully support the Secretary General and
to prioritise and manage their own workload in an informed and effective manner.
Under the direction of the Head of the Office of the Secretary General:
Manages the Secretary General’s diary, including using an electronic diary and
email system, prioritizing, dealing with and responding appropriately. Responsible for
scheduling the Secretary General’s daily agenda, arranging travel, channelling information or
decisions on scheduling of meetings or other logistical or organizational matters to the
appropriate staff. Coordinates and administers all aspects of the SG’s diary and schedule,
ensures the schedule is regularly updated and made available to AI staff, AI
Sections/Structures and the IEC.
Assists in the forward-planning and monitoring of the Secretary General’s long-term strategic
calendar, and its implementation.
Ensures the Secretary General has all the necessary and pertinent information she requires for
each aspect of her diary, through coordinating the provision of meeting papers, briefs and
documents from relevant parts of the IS. Prepares and annotates special briefing files and
meeting planning files. Manage the meeting process: preparing agendas, take, produce and
circulate accurate minutes of meetings when requested.
Follows-up outstanding issues which emerge from the Secretary General’s work, priorities
and meetings and monitor internal approval processes to ensure appropriate sign-off is
obtained for activities prior to the Secretary General’s approval.
Monitors requests for work commissioned by the Secretary General, and chases progress as
required, to ensure that deadlines are met.
Coordinates and administers all tasks in relation to SG’s travel, including liaising with resource
programmes and external suppliers on the provision of resources and facilities to ensure the
efficient, safe and secure running of missions. Researches material need for missions, screens
material received, prepares SG’s mission files, and ensures all documents, briefings and
information relevant to the objectives of the mission has been collected. Compiles security
information and acts as the first point of call for the Secretary General when s/he is travelling.
Coordinates, monitors and develops workplans, in liaison with the Head of OSG, for the
delivery of successful High Level Missions. Devises and implements a range of efficient and
secure channels of communication and information sharing for use within OSG, across the
International Secretariat and to relevant Amnesty sections and structures, including
databases and email distribution lists.
Works with the Head of OSG in developing operational plans, including on budgets, for key
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projects for the Secretary General, and implements systems for ensuring information flow
with all relevant stakeholders and monitoring implementation and progress.
Manages the day-to-day flow of information received by the Secretary General; receives,
assesses and refers telephone and personal enquiries to the Secretary General for reply;
setting priorities regarding incoming information and requests and dealing with urgent
matters or ensuring that matters are dealt with by the Secretary General or other staff, using
negotiation skills to facilitate communication, building of relationships with internal and
external actors. Screens all communications received by the SG, identifies issues of
importance and draws them to the attention of the appropriate person.
Ensures all information inquiries received by the Secretary General are responded to in a
timely and satisfactory manner.
Develops and maintains effective information management systems (eg hard copy filling,
electronic filling systems, databases, records of actions and decisions, and bring forward
systems) support the efficient operation of the Office of the Secretary General.
Seeks out ‘best practices’ with regard to administrative procedures, rules, regulations and
services and makes relevant proposals to the Head of OSG/Secretary General for their
eventual application in the functioning of the Office of the Secretary General.
Develops and implements a system to deal with invitations to the Secretary General, ensuring
the accurate recording of invitations received. Consults with Senior Directors and members of
the Management Team on their advice on individual invitations; liaises with external
organizers keeping them informed of the status of their requests; prepares and sends
responses.
Acts as the first point of contact for the Secretary General for a wide range of visitors (internal
to the IS and sections/structures and external to governments, NGOs and UN agencies,
amongst others), often at high level. Uses political judgment, sensitivity and awareness of the
Secretary General and the organization’s agenda to decide how to process calls/requests in a
professional and corteous manner and where appropriate routes to appropriate colleagues.
Provides accurate, diplomatic and specialist information about the Secretary General’s
activities, the Office of the Secretary General, the IS and AI. Working with the Head of OSG
ensures adequate protocol is followed and implemented for the Secretary General’s visitors,
particularly when these include government or IGO officials. Deal with staff, managers and
external organisations in a professional and courteous manner, therefore, maintaining
effective communication on behalf of the Secretary General.
Manages the exchange of confidential sensitive or contentious information both internally
and externally with managers/staff/ external persons in a professional manner, which require
persuasive skills where agreement and cooperation are required, eg. sensitive staffing issues.
At all times ensures a high level of confidentiality related to individuals and work across the
organization and adherence to IS security and other IS operating policies.
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Drafts correspondence and other communications, often to high-level recipients and on many
occasions of a complex and sensitive nature, for the Secretary General; correct
correspondence prepared by other staff for format, spelling and grammar.
Maintains records of all travel expenditure of the SG, prepares expense reports of SG’s travel
under her supervision. Undertake financial processing, ensuring correct cost coding and
timely delivery of request reports, monitoring accuracy of financial reports and analyzing
expenditure against budget for the SG’s travel and other work-related expenditure.
Maintains effective communication networks at all levels across the organization and to
facilitate the effective function of the Secretary General. Provides a seamless interface to
other Senior Directors and Managers, including their support staff.
Teaches others how to use relevant systems and processes and provide an advisory role on
systems and processes across the IS.
Provides event organization/conference management (including sourcing venues, organizing
flights, visas and accommodation, drafting and updating agendas and schedules ensuring
timely circulation of papers, reimbursing expenses to visitors/participants and running the
event on the day(s), coordinating output and follow-up activities etc), resolving any problems
that are encountered with minimal support, in order to deliver professional, well run events
that enable participants to achieve their objectives.
Understands and uses a broad range of internal systems and processes (eg booking travel and
accommodation, invoice/financial reporting, cash handling, per diems), resolving problems
independently and promptly without referring to more senior levels. Where necessary,
develops and establishes new systems to deal with the complexity of the Secretary General’s
activities.
Works on own initiative to research background information, collect and collate complex
information into reports from a variety of sources (internal and external) to produce briefings
and other documents in an accurate and timely manner. Manages information databases as
required.
Work interactively and proactively with other members of the team, across IS programmes
and peers in sections and structures and with other NGOs. Provide cover for team colleagues
as required.
During times of crisis (external human rights such as crisis response, crisis alert or other
internal crises) ensures secure, fast and efficient communication and information flow to the
Secretary General in coordination with other Senior Directors.
Maintains an awareness of current issues within the IS ensuring that key personnel receive
appropriate and timely communication.
Works autonomously in the absence of the Head of OSG or the Secretary General and uses
own judgement to solve problems.
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Uses own initiative to plan time effectively and prioritise all incoming work on a daily basis,
including responding quickly, appropriately and communicating clearly in relation to urgent /
important and unpredictable issues ensuring a high quality administrative service.
Supervise volunteers and interns to ensure their work contributes appropriately to team
delivery and facilitates a positive volunteering and working experience.
Undertakes projects as directed by the Secretary General or the Head of OSG and organizes
and plans ad hoc events.
WHAT DOES SUCCESS LOOK LIKE IN THIS JOB?
The work of the Secretary General runs smoothly and efficiently, supported by systems and
processes which uphold high standards and facilitate monitoring and reporting on work
undertaken.
High level of client satisfaction ensured by prompt, courteous and professional service.
Administrative systems required for the smooth functioning of the Secretary General and her
Office are implemented to a high standard.
Internal systems and processes are adhered to in a timely and efficient manner.
SKILLS AND EXPERIENCE:
In depth knowledge of working practices and procedures and / or specialist equipment
relevant to the role e.g. PCs, email, Microsoft Office, AV equipment
Ability to communicate clearly, concisely and diplomatically in English – verbally and in
writing, face to face and over the telephone. Another core language is desired.
Excellent written skills to draft correspondence and other documents on behalf of the
Secretary General.
Courteous and customer focused – experience of service provision. Experience and ability to
interact with high level interlocutors.
Excellent negotiation and diplomacy skills
Ability to influence and persuade others
Ability to exercise political judgment and sensitivity on external and internal matters
Experienced in and capable of handling confidential information relating to human rights
issues, organizational issues, staffing/personnel and other matters
Ability to work in a disciplined and organized fashion, under pressure and across time zones
Proven ability to manage conflicting priorities and deal with demands at short notice
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Highly adaptable to change
Ability to work irregular hours when working to deadlines
Proven competency in team work
Numeracy sufficient to process, monitor, analyze and report on financial data.
Ability to plan, organize and carry out own work independently and with minimal supervision
and adapt solutions to meet situational needs.
Experience in action oriented problem solving and trouble-shooting
Experience in coordination of international travel and event management
Ability to suggest changes to ways of working and systems to improve efficiency
Ability and willingness to design and implement improved procedures and systems governing
area of work, as well as adhering to established procedures and systems
Ability to work in a disciplined and organized fashion, even under pressure and to work on
several activities at the same time and meet deadlines.
Human rights knowledge is desirable.
Experience and understanding of the NGO sector is essential
HOW YOU WORK:
(Competencies focus on how we work rather than what our job is designed to do. They articulate
the behaviours that are expected from a group of professionals who are working effectively
together. Describe here the competencies that will be needed for the job holder to be effective
and successful in this post)
[Information to complete this section will be drawn from the AIIS competencies
framework – currently in design. Guidance will be available on how to use this once it is
complete]
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EQUALITY STATEMENT
Equality and diversity is at the core of our values and staff are expected to
work collectively and individually to promote a constructive and sensitive approach to others
from a variety of backgrounds, where the work of others is valued and respected.
CONFLICT OF INTEREST
Public or other activity, affiliation to or support for any group or organization, personal
association or other factor which may generate a real or perceived conflict of interest with AI’s
principles (specifically independence and impartiality), or raise a security concern, or
otherwise prevent the candidate from carrying out key functions of the specific post and
would therefore disqualify the candidate from being appointed.
Written by:Judit Arenas
Date agreed:
To be reviewed:
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