Job Description

1. About the Commonwealth Games Federation

The Commonwealth Games Federation (CGF) is the governing body that oversees the quadrennial Commonwealth Games and the Commonwealth Youth Games. More than that, however, it is beginning an exciting transformation into a Commonwealth Sports Movement, a global leader in world-class and community relevant Games and initiatives, placing Commonwealth athletes at their heart.

2. Role Overview

This role provides support to David Grevemberg, the Chief Executive Officer (CEO) in reaching targets, managing relationships, meeting deadlines and delivering ambitious strategic goals. For many, this role will be the first point of contact with the Federation, either via telephone, email or on arrival at the CGF’s offices near Old Street, London.

It is specifically responsible for administratively supporting the Chief Executive’s extensive and often high-profile diary engagements, correspondence and meeting attendance. It plays a key role in serving the board through preparation of confidential documents and coordination of executive meetings. Overseen by the Director of Corporate Services, it also fulfils essential tasks relating to the smooth and effective operation of the CGF office.

3. Key Responsibilities

Chief Executive’s Office Support
ο To be the key point of contact for the CEO’s office dealing with internal/external enquiries and communication, recognising and prioritising actions appropriately.
ο To proactively and carefully manage the CEO’s diary, email, contacts, incoming correspondence, travel booking, monthly reconciliation of expenses, phone calls and filing, ensuring all relevant parties are kept up to date with information that is relevant to them.
ο To deliver critical task management for the CEO, providing key support in the prioritisation of tasks from emails and meetings, communicating deadlines and actions to all relevant parties and tracking progress.
ο To co-ordinate an effective calendar of the CEO’s activities, meetings, talks and various events; and support the CEO with clear, timely briefings and meeting preparation.
ο To co-ordinate meetings on behalf of the CEO, creating and circulating agendas, managing responses and attending to take minutes and provide post meeting correspondence and action points to all relevant parties.
ο To provide daily, general PA support to the CEO and complete other tasks and projects as requested by the CEO.

General Office Support
ο To be the first point of contact for telephone and email enquiries, including the proactive management of the CGF info inbox.
ο To coordinate, welcome and manage visitors and guests to the CGF for meetings, providing support and refreshments where necessary.
ο To implement and maintain an effective system for compiling, communicating and filing board reports.
ο To implement and maintain effective systems to manage postage, printing, filing, storage/archiving and photocopying, and maintain regular point of contact with key office suppliers to ensure the smooth and efficient running of the CGF office.
ο To be a key point of contact with the building management company, for matters relating to the ongoing management and maintenance of the CGF’s rented office accommodation.
ο To provide administrative support to the Management Team and complete other tasks and projects as requested by the Director of Corporate Services.
ο Management of the CGF database, various Membership and Federation Directories.

4. Person Specification

ο Previous PA/EA experience to director level essential.
ο Highly proficient in Microsoft word, Excel, Outlook and PowerPoint.
ο Strong general PA and organisational skills.
ο Meticulous attention to structure, detail and accuracy.
ο Creative and resourceful approach to problem solving and providing solutions.
ο Ability to work under pressure and to strict deadlines.
ο Effective logical, decision making ability.
ο Ability to prioritise, manage and complete tasks well in an environment where priorities frequently change.
ο Excellent communication skills with good phone manner and ability to be confident, assertive and adaptive.
ο Ability to communicate, and adapt communication style, with very high profile and/or international stakeholders.
ο Good relationship skills and relationship builder.
ο Excellent command of English language, both verbal and written.
ο A knowledge of, and passion for, sport and its impact on society, and an affection for the Commonwealth and its people and values.

Behaviours
ο Diplomatic and discreet
ο Passion and affinity for Commonwealth values and awareness of cultural differences
ο Commitment to equality and opportunities for all
ο Attention to detail
ο Pro-active and able to work on own initiative
ο Professional approach, maturity and confidence when representing the company
ο Flexible approach to working hours (for example, some tasks may need to rely on other Time Zones throughout the Commonwealth)
ο Maintain confidentiality
ο Strength of character

How to apply
To apply for this position, please send a CV and covering letter to info@thecgf.com, marking the subject line “Executive Coordinator Application”, by 5pm on Thursday, 30 April 2015. No agencies please. For more information, please visit http://www.thecgf.com/about/jobs.asp