Coordinate executive leadership administration
1) Ensure the Global Communications and Marketing (GCM) Co-Directors are well supported through accurate scheduling,
agenda preparation, meeting notes, action tracking and timely follow-up.
a) Coordinate regular co-director, line-management and stakeholder meetings, including calendar invitations, agendas, links
and meeting materials.
b) Capture and maintain action points, decisions and follow-up items from leadership meetings, escalating overdue or
unclear items to the line manager.
c) Prepare short briefing notes, document packs and relevant background links to help the co-directors participate effectively
in meetings.
2) Manage shared GCM administration systems
Keep the GCM shared mailbox, Teams spaces, SharePoint areas and administrative files organised, current, accessible and
used consistently.
a) Manage the shared GCM mailbox administration, including routing routine messages, flagging sensitive items and
maintaining clear filing or labelling practices.
b) Administer agreed Teams channels and SharePoint areas, including folder structures, document locations, access
requests and clean-up of outdated or duplicated content.
c) Maintain shared administrative resources such as contact lists, templates, decision logs, meeting records and
onboarding information in agreed locations.
3) Support confidential operational administration
Provide trusted administrative support for financial, subscription, access and operational processes while maintaining
confidentiality and clear records.
a) Maintain records of subscriptions, renewals, tool access, password-manager allocations and recurring operational costs
as delegated.
b) Support receipt collection, reconciliation preparation and finance-related follow-up, without holding budget approval
authority unless separately authorised.
c) Handle full access to relevant GCM leadership and operational information with discretion, confidentiality and
compliance with OM policies.
4) Serve wider team administrative needs
Supply practical team administration support that strengthens clarity and team functioning, while not project managing
the team or assigning creative work.
a) Support practical administration for GCM team meetings, team rhythms, onboarding moments and approved team
engagement activities.
b) Assist with non-project administrative tasks such as file organisation, contact-list updates, meeting logistics and routine
follow-through.
c) Document simple administrative workflows that clarify where requests, information and routine admin tasks should go,
while formal project management remains with the appointed project manager.
This role includes administration of the shared mailbox, Teams and SharePoint spaces, and requires full access to relevant information. The role supplies administrative support only and does not project manage the team, own strategy, approve budgets, assign creative work or replace the formal project-management function.
This is a self-funded role.
