AddressExecutive Assistant and Stakeholder Manager
Date: 11 Mar 2024
Location: New Delhi, South Asia, IN
Company: British Council
We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.
We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.
Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 2021–22 we reached 650 million people.
We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.
Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 2021–22 we reached 650 million people.
Role Purpose
To provide critical executive assistance and support to the Country Director (CD) in India and the Regional Director (RD) in South Asia to ensure that the country and regional offices run smoothly and effectively enabling the CD and RD to focus on the British Council’s core mission of building connections, trust and understanding between the UK and India/South Asia.
To manage the administration of the India stakeholder strategy, including keeping all databases and information up to date, managing internal knowledge management tools for internal and external stakeholders.
Main Accountabilities:
Logistical support and problem solving
- Develop and maintain clear and efficient processes to support the Directorate, and make sure they’re aligned to corporate policies and procedures.
- Manage email, diaries, arranging meetings and venues, meeting visitors etc.
- Managing Country and Regional Director’s travel (end to end including visas, hotels, expenses etc), prioritising and coordinating with other teams and offices and ensuring programmes, briefing notes and details of external stakeholders to be met are provided in time.
- Manage India and South Asia regional meetings, ensuring venues, lunches and travel arrangements are made within budget and policies.
- Assist in minute taking as needed, establishing processes and systems for recording and tracking actions.
Relationship and Stakeholder management
- Build good relationships across country, regional and British High Commission teams and external stakeholders, especially with private offices of key government offices
- Develop an understanding of the British Council work to enable you to engage with stakeholders appropriately and ensure information and data is requested and included in briefs and speeches in a timely manner.
- Manage stakeholder databases and plans, ensuring these are up to date at all times, liaising with Deputy and Area Directors and Sector Leads.
- Act as single point of a contact for Country Director’s office for external stakeholders including following up all meetings and establish contacts with peers in key stakeholder and partner organisations
- Support planning and management for VIP and official visits, working with area and sector teams, and British High Commission and co-ordinating guest lists, programming, logistics to ensure high quality.
Managing event and meeting planning and communications
- Liaising with country/area teams to ensure that the national forward look calendar is up to date and shared with internal British Council and British High Commission stakeholders regularly
- Mobilise teams to ensure input to CD and RD speeches and high quality briefing notes are prepared for all meetings, visits, speeches etc within specified timeframes. Ensure these documents are saved and accessible for future events/meetings.
- Work closely with the India Leadership Team and Regional Leadership Team on team meetings, leading on scheduling meetings, preparing and circulating agendas, keeping minutes, noting action points and following up on actions until completion and overseeing knowledge management (TEAMS sites etc).
- Coordinate onboarding of India leadership colleagues and India based regional leadership colleagues. Liaise with relevant departments and HR to effectively oversee international mobility and national onboarding of India based leadership colleagues including requests for asset procurement, IT support, overseeing scheduling of induction meetings.
- Support other teams as needed on adhoc projects as required and agreed with Director.
Operations
- Manage administrative and governance of processes of the CD and RD office, including management of delegated authorities, contract and MOU records, conflict of interest, EDI returns etc
- Assist with internal and external communications, working closely with Regional and national Head Communications, including from time to time updating websites and TEAMS channels, managing social media channels etc
- Manage or assist in managing projects or events as agreed with CD and RD
Financial Management
- Monitor and report on the national Directorate Budget liasing with Deputy and Area Directors.
- Manage CD and RD expenses.
Raise purchase orders if required for directorate events, meetings and travel
Minimum/Essential Requirement
At least one year of relevant experience in an administration or coordination role
Further Information
- Role: Executive Assistant and Stakeholder Manager (41619)
- Number of positions: 1
- Pay Band: 6G
- Location: New Delhi -(India)
- Contract type: Fixed Term Contract 2 Years
- Closing date: 28 March 2024 (11:59 IST)
- Please note that all applications should be submitted only in English.
- It is advisable to apply in advance to avoid any technical issues at the last moment.
- Please make sure to include supporting statement on how your experience matches to the job requirement.
A connected and trusted UK in a more connected and trusted world.
Equality , Diversity, and Inclusion (EDI) Statement
The British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behaviour is consistent with this commitment. We want to address under representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability. All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.
The British Council is committed to safeguarding children, young people and adults who we work with.
We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.
Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.
If you have any problems with your application please email askhr@britishcouncil.org
Please note: Applications to this role can only be considered when made through the Apply section of our careers website. Our ‘ASK HR’ email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.
