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Executive Assistant – £18.20ph plus Hol Pay – Central London


Executive Assistant – £18.20ph plus Hol Pay – Central London

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Executive Assistant - £18.20ph plus Hol Pay – Central London

Start W/C 25th September 2017 for one month initially

 

Fantastic opportunity for an experienced Executive Assistant to join a very busy, yet friendly department within a leading University in Central London.

 

DUTIES AND RESPONSIBILITIES OF THE POST

The post-holder will be responsible for providing high level secretarial support to the Director of Operations and Deputy to the Dean, along with comprehensive administrative assistance to the Faculty Executive Officer and Dean of the Faculty. This involves working closely with the Faculty Executive and Senior Managers to support the smooth and effective functioning of the Faculty as a whole.

The role requires the ability to manage a varied and demanding workload, to communicate effectively and build relationships with people at different levels in the organisation, a professional attitude, flexibility, initiative, willingness to help and a commitment to personal development.

 

DUTIES

  • Working closely with the Dean, Deputy to the Dean, Director of Operations and Faculty Executive Officer to provide administrative and operational support across the breadth of the Faculty Office’s activities.
  • Efficient diary management, prioritising as appropriate and ensuring flexibility as required, for the Deputy to the Dean and Director of Operations; and Dean under the direction of the Faculty Executive Officer.
  • Providing daily papers, itineraries in advance of meetings etc.
  • Ensuring that main meeting files are organised and ordered appropriately.
  • Co-ordinating Faculty meetings (arranging meetings, co-ordinating agendas, circulating papers, taking minutes and co-ordinating follow up actions), as required.
  • Arranging UK and overseas travel, to include booking flights, trains, accommodation, arranging visas and liaising with the organisation to be visited.
  • Answering phone calls, dealing with enquiries and answering email correspondence in a timely manner on behalf of the Deputy to the Dean, Director of Operations, or as directed by the Faculty Executive Officer.
  • Arranging meetings, lunches, dinners etc.
  • Facilitating visitors to the Faculty Office.
  • Dissemination of information and circulation of documents from the Faculty Office.
  • Assisting with the development of Powerpoint presentations.
  • Co-ordinating the management of the Faculty purchasing card and other expenditure, including using the electronic finance system to raise Purchase Orders, process expenses, order stationery etc.
  • Administering expenses.
  • As required, assisting with financial reports on expenditure using the computerised accounting system.
  • Providing administrative support for recruitment processes for senior Faculty appointments.
  • Providing administrative support for Faculty-wide initiatives and programmes, as required.
  • Assisting the Director of Operations and Faculty Executive Officer to coordinate HR processes (including senior promotions, research and teaching staff promotions, professorial re-banding, post approvals, appraisals and pay awards), and managing the recording and monitoring of relevant Faculty-level data (such as equalities and diversity data; Staff Survey data).
  • Managing and/or assisting with one-off tasks and projects independently on behalf of the Faculty Office as and when required.
  • Pro-actively managing the Faculty’s administrative and management systems and suggesting/implementing improvements where appropriate, to ensure the effective functioning of the Faculty Office.
  • General office duties – maintaining filing systems and electronic records, mailing lists, photocopy, ordering supplies, facilitating visitors to the Faculty, etc.
  • Deputising for the Faculty Executive Officer to the Dean as required.
  • Such other duties as the Director of Operations, Dean, Deputy to the Dean or Faculty Executive Officer may from time to time assign.  

 

PERSON SPECIFICATION

Skills, Knowledge and Abilities

  • Excellent IT skills in email, spreadsheets, word processing, databases, PowerPoint and the interne
  • Excellent verbal and written communication skills, with the ability to produce clear and intelligent copy for a range of purposes (including correspondence & minutes)
  • Ability to communicate effectively and professionally (i.e. with tact, diplomacy and sensitivity) with a wide range of people at all levels within and outside the University
  • Demonstrable organisational skills with a methodical and accurate approach
  • Ability to work under pressure, manage competing priorities and meet deadlines
  • Ability to make and carry out decisions and know when to confer with colleagues or refer matters onwards

Experience

  • Working in a senior administrative role, for a large and complex division/organisation
  • Managing a busy and complex electronic diary
  • Working unsupervised and taking responsibility for meeting targets
  • Drafting emails, letters, papers and presentations
  • Experience in servicing committees and minute taking

Aptitude

  • To be dynamic and forward thinking in your approach to work
  • To be proactive and have initiative with the ability to judge when to use it
  • A flexible attitude to work, including the ability to take up new tasks when required without supervision
  • Willingness and ability to work collaboratively with colleagues

 

 

 

 

Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

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