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Executive Assistant / Office Manager – £17.89ph plus Hol Pay – Central London


Executive Assistant / Office Manager – £17.89ph plus Hol Pay – Central London

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Executive Assistant / Office Manager – £17.89ph plus Hol Pay – Central London

Start 17th July 2017 for three months initially

 

Are you an Executive Assistant with experience of undertaking Office Management duties? If so, it would be great to hear from you.

 

THE ROLE

This role provides executive level secretarial and administrative support to the Director and key members of the wider team and also acts as office manager for the  team as a whole, with responsibility for ensuring the office environment and equipment helps enable productive working.

 

MAIN DUTIES

Executive Assistant (80%)

  • Support the Director’s daily schedule, including proactive forward planning of workload, diary management, UK and international travel arrangements.
  • Be familiar with key university and office decisions, strategies and policies in order to understand the Director’s priorities. Support and advise on work prioritisation.
  • Monitor emails, identifying priorities for the Director’s attention, responding to or forwarding as appropriate and printing and preparing papers for meetings.
  • Maintain effective filing systems.
  • Plan, co-ordinate and organise all internal and external meetings, visit and events, including organising venues, papers, catering and any follow-up actions.
  • Draft emails, letters, briefings, and prepare presentations. Research and collate complex information. Edit and proof papers and reports.
  • Act as a super user and advocate for the CRM system – create contact reports and produce simple reports on request.
  • Undertake independent project work in support of the Director, the team, the Office and Campaign objectives.
  • Coordinate meetings, away-days and other team building events, helping to maintain high levels of engagement and a fun and positive working environment.
  • Provide administrative support to the Team as required.
  • Work as part of a wider admin team ensuring mutual support and good communication between teams. Provide support to other Directors and senior staff as required.
  • Maintain a high level of confidentiality, discretion, diplomacy and professional integrity in dealing with sensitive matters.

 

Office Management (20%)

  • Oversee the office environment, ensuring staff have appropriate equipment and supplies to perform their roles effectively. This includes office furniture, staff and meeting room equipment and kitchen and stationery supplies.
  • Manage the office services budget and ensure adequate provisions are made in line with agreed plans for staff resourcing and team activity.
  • Manage orders for all new equipment, software and furniture ensuring the best value is obtained and that purchases are made in line with the procurement policy.
  • As a Computer Representative, act as the link between the Information Services Division, ensuring appropriate services and software are in place for staff.
  • Project manage any office moves as required.


 

PERSON SPECIFICATION

Experience

  • Experience of providing high level administrative support to an individual in a management role
  • Experience of managing a busy diary for an individual in a management role.
  • Experience of researching, collating and drafting correspondence and papers.
  • Excellent command of English and good written communication skills including strong spelling, grammar and editing

 

 

Skills

  • Brilliantly organised and motivated by the desire to support others to be effective and efficient in their work.
  • Excellent interpersonal and communication skills.
  • Integrity and the ability to respect confidentiality.
  • A flexible and pro-active approach to work including the ability to identify and manage multiple priorities.
  • Ability to work calmly under pressure and to maintain a high standard of attention to detail.
  • Positive, outgoing, helpful disposition.
  • Excellent IT skills; including use of the Microsoft packages Word, Excel, and PowerPoint.
  • Ability to represent the Director across a range of internal and external key stakeholders.
  • An interest in fundraising for universities and willingness to take on research and project work.

 

Attitudes and approach

  • Resilient, able to work well in a fast-changing environment, sometimes under pressure and managing conflicting priorities.
  • Works collaboratively; builds and maintains productive relationships with others.
  • Strives for excellence and seeks to exceed the expectations of supporters and customers.
  • Takes responsibility and encourages others to do the same.
  • Creative and looks for new and different ways to deliver results.
  • Remains focussed on results and impact.

 

 

 

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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