Are you looking for a new challenge and want to join a successful, and rapidly growing social purpose organisation? Do you have a passion for supporting a highly productive and exciting team of executives with the overall smooth running of their diaries and workloads? If so, we want to hear from you.

The Behavioural Insights Team (BIT) is looking for an exceptional candidate to join as an EA. This role offers someone an excellent opportunity to demonstrate their organisational, administration and stakeholder management expertise in a rewarding global social purpose organisation. Supporting three executives including the President and Founding Director (President) of the Behavioural Insights Team, the role involves extensive diary, internal and external meetings, inbox and international travel management. 

What does the Executive Assistant do?

The Behavioural Insights Team is looking for a highly organised, efficient and team focused Executive Assistant to directly support their ‘President’ and provide calendar and travel support to two other leaders. For the President, you will excel at balancing the demands of high-profile stakeholders in the public and private sector, manage a busy diary of internal and external meetings and international delegations, arrange international travel, and coordinate the planning and execution of internal and external events with the BIT wider team. 

You must have a flexible approach and be willing to pitch in to support the business outside of this role on behalf of the President. This is a highly exciting opportunity to become a valued member of the organisation, working at the core of our business and with a global leader in Behavioural Science. 

You will be in a highly supportive team with the President’s Policy Advisor and other EAs to ensure the smooth running of the President’s office. Your time will be spent roughly 75% providing support to the President and 25% providing calendar and travel support to two other executives.  

Main responsibilities

Become a trusted partner to the President by: 

• Full diary management including prioritising their time, scheduling and rearranging appointments

• Ensure the President is always in the correct place at the correct time, briefed and has relevant papers and information;

• Ensure appropriate time is safeguarded for important company and contractual commitments;

• Ensure reception is aware when external guests are visiting and being present to greet them;

• Assist with the management of the President’s mailbox, monitoring and flagging incoming mail, and when appropriate sending replies under own signature or preparing drafts for the President;

• Provide support for other ad-hoc business activities related to the wider business;

• Book international travel and accommodation, and provide itineraries for all business travel;

• Manage reconciliation of President’s credit card with appropriate receipts;

• Alongside the Policy Advisor, act as the President’s main contact point internally and externally

• Respond to ad-hoc internal requests, supporting others to get answers to their queries;

 Duties for two other roles (Global MD and FD):

• Manage the Global MD and FD’s diaries and schedule of appointments, adequately prioritising their time as appropriate;

• Ensure rooms are booked for all onsite meetings and dial in details included;

• Ensure reception is aware when external guests are visiting and greeting them upon arrival;

• Book all international travel and accommodation for the Global MD and provide itineraries for all business travel;

• Manage the reconciliation of Global MD and FD’s credit card with appropriate receipts;

Other duties:

• Support organisation for a range of meetings and events at internal/external venues for the wider team;

• Organise the invites and maintain a schedule of guest speakers for weekly internal lunchtime seminars, working alongside the events team if required;

• Working as a team with the other EA’s/PA’s to help with cover when they are absent / on annual leave 

What makes a great Executive Assistant at BIT?

The successful candidate must have prior experience in a similar role looking after executive-level managers.

Essential

All candidates must also be able to demonstrate:

• Excellent communication skills, ability to represent the business in a professional manner in all situations;

• Demonstrable experience in administering multiple projects and tasks and the communications surrounding these;

• Experience of managing a complex diary;

• Strong IT literacy (Microsoft Word, PowerPoint & Excel) and extensive experience in google suite/email systems;

• Excellent organisational skills, with experience of having to work under pressure and managing conflicting demands whilst remaining calm.

• Successful track record of operating in EA roles including diary management support at a senior level;

• A keen sense of personal impact 

• Highly confidential and discreet

Desirable

• Understanding of government

• Experience working with C-Suite

• Interest in event / seminar organising 

• 5+ years experience in a similar role 

Who are we and what can we offer you?

The Behavioural Insights Team is the world leader in applying behavioural science to public policy challenges in order to strengthen communities and improve lives. 

We design and rigorously test new ideas across a range of areas such as health, crime and education, to establish what works and what doesn’t. We have helped Tuberculosis patients take their medicine; reduced police susceptibility to cyberattacks; and helped organisations close their gender pay gap.

We are looking for a passionate and imaginative individual who understands behavioural science and shares our thirst for evidence-based solutions to join our dynamic and growing team.

BIT really is a great place to work:

• We have a hive mindset where we think out loud, share ideas and learn from one another. You will work alongside a friendly,  talented, and driven team with diverse expertise - from economics to anthropology and neuroscience - and a wide variety of personal and professional backgrounds. What unites us is the goal to have a positive social impact through our work.

• We encourage flexible working and have a culture which enables this; for example flexible start and finish times and an IT set up which allows for easy working from home options

• We have regular team get-togethers with inspirational external guest speakers from a wide variety of backgrounds and specialisms. There's always something new to learn about!

• We have a flexible benefits programme which currently includes things like gym memberships, cycle to work schemes and the ability to buy extra annual leave at the start of the year.

• We’re a social bunch and have a variety of interest groups including Film Club, BIT Kids for our parents & 5-a-side team to name a few.

• We have a great office in Blackfriars, which has an amazing coffee machine and fridges stocked full of soft drinks!

How to apply

We use a great platform called Applied for our recruitment processes. You will need to answer a few work-based questions which will be anonymously marked by members of our team. Our selection is based on performance in these questions, as well as reviewing your CV.

Candidates with the top scoring answers will be invited to a structured interview where you get to meet some of the team. At the interview stage you will be asked questions that reflect the role and also to complete a work-based task, so you have the chance to demonstrate your skills.

Key dates:

• Role closes: 10th March 2024 at 11:59pm GMT

• Interviews and assessment tasks will take place: from 13th March 2024 onwards

• Start date - ASAP.

  All dates are subject to change (but we’ll do our best not to change them!)

Please note:

You will need to have the right to work in the UK in order to be able to undertake this role. We will ask all applicants short-listed for an interview to provide evidence of their right to work during the recruitment process.  If you do not have the right to work for BIT unfortunately we will not be able to provide sponsorship.

Some of the personal data you provide to Applied when you apply for a role with The Behavioural Insights Team will be passed on to The Behavioural Insights Team for the purposes of (a) reviewing your application; (b) inviting you for interview; and/or (c) offering you a job and getting you set up as an employee/contractor. For full details on how BIT collects and uses your personal data please visit our website - https://www.bi.team/bit-global-recruitment-privacy-notice/ 

If your application is not successful, any personal data provided to us by Applied (including any personal data relating to equal opportunities monitoring as set out above) will be retained by The Behavioural Insights Team for no longer than 6 months after the application deadline has passed (other than in exceptional circumstances where we may need to retain your personal data for longer), at which point your personal data will be securely deleted. We only keep your information for that period in order to allow us to comply with relevant legal obligations.