Administrator (IOE Foundation) - Institute of Export and International Trade : Job Details

The Institute of Export & International Trade (IOE&IT) is the leading UK membership association for those working in exporting and importing. These are exciting times in international trade and we’re seeing sustained growth in the demand for our services and qualifications - as a result, our team needs to grow too.

We are now recruiting an Administrator to work in our Peterborough office to assist with the administration of the IOE Foundation, which was set up to provide young and under privileged people career opportunities in the Import/Export sector and in international trade.

This is a full-time, permanent position based at our Head Office in Peterborough.

JOB BRIEF

The role will be working as part of the IOE Foundation which was founded by one of our Board Members. The work will include research, admin for educational programmes and assisting the Foundation Leadership in the promotion of the IOE Foundation at various networking events.

There will also be some ad-hoc work as well assisting some of the other departments in our Head Office.

RESPONSIBILITIES:

1. Support and Assistance:

• Aid the Office Manager in overseeing the day-to-day operations of the business.
• Assist in maintaining Health & Safety standards across the three IoE&IT offices located in Peterborough & London.
• Handle both external and internal email and phone inquiries via various channels.
• Assist the People Services team with travel and accommodation bookings as needed.
• Keep internal systems updated with the latest information.

2. Departmental Support:

• Provide support to various departments across IOE&IT as required, including ad-hoc duties.
• Attend and assist at company events such as the Graduation Ceremony, AGM, and End of Year Conference.
• Attend meetings as necessary to take notes and circulate information to the People Services team.

3. Foundation Support:

• Collaborate with the IOE Foundation team, offering administrative assistance in research initiatives.
• Take minutes and actions during meetings and distribute them to relevant stakeholders in a timely manner.
• Assist in the planning and execution of events hosted or attended by the IOE Foundation, managing logistics such as venue bookings, equipment required such as banners and marketing materials, catering, and attendee registrations.
• Participate in Board meetings 4 times a year to support with minute taking; this will include travel.
• Organise hotel & travel arrangements for foundation members.
• Work with the marketing team to add events to the foundation website.
• Act as a link between Foundation & IOE&IT.

4. Facilitation of Foundation Offerings:

• Support various offerings provided by the IOE Foundation, including grants, mentorship programs, resources, and networking opportunities.
• Assist in managing grant applications and distribution processes to support education programs and initiatives within the educational sector.
• Coordinate mentorship connections between participants and experienced professionals to provide insights into global trade.
• Facilitate access to educational resources such as articles, e-learning courses, and webinars offered by the IOE Foundation.
• Support the organisation of exclusive networking events, enabling participants to build connections with industry experts.

DESIRED SKILLS SET AND EXPERIENCE:

• Experience in Administration
• Great attention to detail
• Confident in writing e-mails and letters with a professional telephone manner.
• Good at problem solving
• The ability to work with confidential and discreet matters/information
• Keenness to learn and develop
• Excellent organisational skills
• People Orientated with strong communication skills at all levels
• Being a team player
• Willing to show initiative
• A thorough and methodical approach to your work

HOW TO APPLY

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