Executive Assistant – £18.90ph plus Hol Pay – Central London

Executive Assistant – £18.90ph plus Hol Pay – Central London


Executive Assistant - £18.90ph plus Hol Pay – Central London

Start 24th October 2019 for 3 month 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, we’d love to hear from you!



Duties and responsibilities

  • Build a good working and productive relationship with the Director and Institute Manger
  • Ensuring efficient management of the Director’s incoming and outgoing post, telephone calls and all other communication
  • Extensive diary management
  • Arranging meetings and minute take
  • Prioritising urgent matters and ensuring flexibility as required
  • Ensuring the Director’s time is managed efficiently and using your own judgement when balancing complex and competing commitments and priorities
  • Setting up and maintaining efficient office systems for the Director’s office
  • Facilitating visitors to the Director and the Institute
  • Coordinating all arrangements concerning the Director’s attendance at meetings and conferences
  • Jointly managing with the Executive Officer with the delivery of communications, including newsletters, managing mailing lists and regular website updates
  • Dissemination of information and circulation of documents from the Director’s office to staff
  • Organise and prepare papers in advance of meetings
  • Maintaining a good working relationship with senior and academic staff across Departments
  • Jointly managing with the Executive Officer the organisation of the cycle of Institute-wide events
  • Book venue, refreshments, confirm attendance and agendas, accurate minute taking, and circulate minutes and action
  • Administering the Director’s expenses, finances, POs & invoicing and assist with managing the Director’s office budge

Professional and Quality Assurance

  • Ensuring the highest standard of record keeping, maintaining accurate, complete, and up to date records.
  • Ensuring confidentiality is maintained as applicable.
  • Attending and contributing to Institutional and other meetings as appropriate
  • Acting at all times in accordance with the highest professional standards
  • post holder has a responsibility to carry out their duties in a resource efficient way and actively support
  • Sustainability Strategy, policies and objectives within the remit of their role
  • post holder will maintain an awareness and observation of Fire and Health & Safety Regulations



  • IT proficient ad advanced user level
  • Excellent organisational skills
  • Meticulous and accurate in aspects of work
  • Ability to prioritise work under pressure of competing demands and at the same time maintaining high standards
  • strong interpersonal and influencing skills
  • Advanced knowledge of the Microsoft office suite
  • EA experience, preferably at Director/senior level
  • Experience of managing a busy and complex electronic diary
  • Ability to work under tight deadlines
  • Flexible attitude to work including the ability to take up new tasks when required without supervision
  • Experience of servicing high level committees
  • Experience of implementing and maintaining efficient office systems and procedures
  • Excellent verbal and written communication skills


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.