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Executive Assistant – £18.56ph plus Hol Pay – Central London


Executive Assistant – £18.56ph plus Hol Pay – Central London

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Executive Assistant – £18.56ph plus Hol Pay – Central London

Start first week of September for 3 months initially 

We are recruiting for an experienced  Executive Assistant to join one of London’s leading Universities.  If you have previous experience gained within a Higher Education institute in a similar post, we’d love to hear from you!

THE ROLE 

  • Administrative and operational support to the Director of Operations and the Dean
  • First point of contact
  • Overseeing efficient and effective diary management
  • Effectively deal with meeting requests and identify how those align to faculty priorities and whom the meeting should be with
  • Ensuring efficient management of all communication
  • Initiating and supporting the meetings and events
  • Work with the Director to review and develop Faculty-level strategies
  • Working with the Director and any other appropriate staff to support our student related marketing activity
  • Managing one-off tasks and projects independently on behalf of the Director of Operations and Dean
  • Overseeing Faculty expenditure
  • Actively working and contributing to activity across the department 
  • Providing cross-cover for colleagues during periods of absence
  • Liaising and coordinating work with academic and clinical secretaries and personal assistants
  • Facilitating visitors
  • Coordinating all arrangements concerning the Dean’s attendance at outside meetings and conferences world-wide
  • Appropriate dissemination of information and circulation of documents to staff across the department 
  • Assisting as appropriate with the development and preparation of Faculty reports, returns, submissions, publications and newsletters
  • Providing daily papers, itineraries in advance of meetings
  • Ensuring that main meeting files are organised and ordered appropriately
  • Ensuring maintenance of office supplies
  • Organising prompt IT support as appropriate
  • Management of the Faculty website
  • Drafting and proofreading correspondence and papers
  • Assisting in the development of the Dean’s and Director of Operations PowerPoint presentations
  • Assisting with the production of strategic plans and other Faculty documentation
  • Recording and coordinating senior promotions cycle, appraisals, junior promotions and annual pay review and other paperwork requiring
  • Assisting the Dean and Director of Operations with regard to the management of faculty committees, meetings and events
  • Providing administrative support for recruitment processes for senior faculty appointments
  • Maintaining faculty mailing lists
  • Coordinate travel arrangements 

 

PERSON SPECIFICATION

  • Excellent IT skills
  • Excellent written communication skills
  • Excellent verbal communication skills
  • Ability to communicate effectively and professionally with a wide range of people
  • Ability to work without direct supervision
  • Proactive approach and ability to manage tasks and projects independently
  • Ability to be discrete and maintain tact, diplomacy and sensitivity
  • Ability promote good working relationships and defuse difficult situations
  • Strong organisational skills
  • Ability to make and carry out decisions and know when to confer with colleagues or refer matters on wards
  • Managing a busy and complex electronic diary
  • Handling confidential information and communications in a sensitive and effective manner

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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