Climate Governance Initiative

Team Administrator Organisation: Chapter Zero Alliance (CZA) About us Chapter Zero Alliance is a charity, incorporated in England and Wales, dedicated to promoting effective climate and nature governance on corporate boards. Its mission is to equip non-executive directors with the knowledge and skills to address climate change and foster a low-carbon and nature positive economy through: • Informing and engaging with individuals in senior leadership roles and senior positions of responsibility in both the private and public sectors, to support board directors and their organisations to conserve, protect, and improve the physical and natural environment; • Enabling interaction and collaboration between academics, legal and industry professionals, and public and private sector board directors to support boards and their organisations in delivering climate action. These objectives will be achieved through the growth and development of the charity s Climate Governance Initiative (CGI). The CGI currently has over 30 active Chapters in 73 countries, with a reach of over 100,000 board directors. Job Title Team Administrator Department Governance, Impact and Partnerships Dual Reporting to CEO, and the Senior Manager, Leadership Community & Liaison Contract Type Permanent contract and part time (0.6 FTE) Job Share Salary £36,000 per annum FTE Hours of Work 22.5 hours per week (Wednesday to Friday) Blend of office and home-working; pattern to be agreed. Annual Leave Annual paid leave of 27 days plus public holidays ( pro rata if part-time ). Pension Eligibility Workplace pension scheme offered by NEST Position Overview The Team Administrator is responsible for providing efficient, organised and proactive administrative support to the CEO, as well as supporting the wider team across a number of administrative areas. The role holder will also liaise with partners, Chapters, grant funders and a range of other interested partners and collaborators, on behalf of the CEO, working seamlessly with their job share partner. Main Duties Executive Assistant support Work closely with the CEO and job share partner to provide comprehensive administrative support to the CEO, ensuring the smooth running of CEO s office and that secretarial and other administrative work is produced to a high standard and within set deadlines. Manage the CEO s diary, balancing competing priorities and understanding the need for the degree of flexibility that is required within a busy schedule Arrange meetings and make travel arrangements, drawing up itineraries, arranging accommodation and liaising with host organisations within the UK and overseas as necessary. Prepare, organise, and manage documents and presentations for meetings, ensuring timely distribution and follow-up Act as a key liaison between the CEO and external stakeholders, maintaining professionalism and confidentiality at all times Handle sensitive information and deal with complex requests and enquiries, exercising discretion and sound judgement Organise and coordinate internal and external meetings (in-person and online) involving the CEO and support her attendance at external meetings, events, and conferences in the UK and abroad (including travel and accommodation arrangements), ensuring the CEO s schedule runs efficiently Draft and proofread correspondence, reports, and other documents as required. Maintain and update digital filing systems and databases, ensuring accurate record-keeping Make expense claims on the CEO s behalf ensuring necessary receipts/invoices are submitted Adhoc support to the CEO as needed General administration Responsible for monitoring the admin inbox, assessing and, responding as needing, and escalating matters as appropriate Order consumables and other items as required in line with the Expenses Policy, ensuring costs are within budget Coordinate travel and hotel arrangements Support the Community and Engagement team by providing administrative support for branding and trademarking registrations. Take minutes and circulate along with resulting action points as needed Assist with projects, including research, data entry, and preparing reports Provide administrative support to the annual report process, working with the Project Manager Provide cover for other members of the administrative team during absences, as needed The above is not an exhaustive list of duties. The role holder may be asked to take on different tasks as required. All employees are expected to work collaboratively to support the overall work of the Initiative. The role holder will be required to work on-site, the working pattern is to be agreed with the hiring managers but currently expected to be Wednesday to Friday weekly. Given the global nature of the Initiative, the role may require some flexibility on working hours outside of standard office hours, although it is not anticipated that the role holder will need to travel outside of the UK. Person specification: Education and Experience Essential Proven experience in an executive assistant or administrative support role Proficient in recording decisions and actions during meetings Proficient in using Microsoft Office Suite and Zoom/Teams Desirable Bachelor s degree or equivalent Skills and Abilities Essential High level of integrity, honesty, and professionalism. Positive, approachable, and able to build strong working relationships and feed into a healthy office culture Strong organisational skills with close attention to detail whilst also retaining a comprehensive vision of the big picture Effective and efficient time management skills including the ability to prioritise in the face of competing demands, work to short timescales and deadlines Takes responsibility and ensures work is completed Excellent communication skills Ability to maintain confidentiality, handling sensitive information with tact and discretion Ability to listen actively and synthesise discussions into clear, concise points Cultural awareness, ability to work with a range of international stakeholders Calm, professional and resilient Flexible and adaptable, with a solution-focused mindset. Ability to work independently without supervision as well as collaboratively as part of a team Desirable Understanding or interest in the international climate change agenda All staff at Chapter Zero Alliance are expected to engage in continuing professional development to comply with the data protection legislation and with our policies and all relevant procedures. Screening check requirements We have a legal responsibility to ensure you are eligible to live and work in the UK. Any offer of employment will be subject to the CZA verifying your eligibility before you start work. If you are invited to interview, you will be asked to bring proof of your right to work. Working for Chapter Zero Alliance The principles of diversity, inclusion, respect, responsibility and sustainability are at the heart of our organisation. We want to support our people to balance their personal and professional lives and we believe our range of benefits encourages this. Nothing beats face-time with our colleagues to promote creativity and collaboration, we ve therefore adopted a blended working model of home and office working arrangements. CZA is proud to be an equal opportunities employer and we are committed to ensuring that all candidates are given the same opportunity to succeed regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion, age or disability.