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Executive Support & PA – £15.53ph plus Hol Pay – Central London


Executive Support & PA – £15.53ph plus Hol Pay – Central London

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Executive Support & PA – £15.53ph plus Hol Pay – Central London

Start 31 July 2017 to 8 September 2017 initially

Are you an experienced PA with excellent organisational skills?   Do you have experience of working in Higher Education? We are recruiting for an Executive Support & PA to join a leading University in Central London.

THE ROLE

The post holder is responsible for providing support to specified members of the team and for supporting the work of committees and other governance structures. The post holder will be expected to become an integral member of the Executive Office support team, reporting to the PA to the Director, working within a matrix structure across the whole Office. The post holder will assume PA responsibility for one or more members of the team and will work closely with those individuals in the delivery of their portfolio. The post holder must be highly motivated, proactive, able to work without close supervision and maintain complete confidentiality. She/he will often be the first point of contact for people approaching the School and needs to be organised and enthusiastic, with good attention to detail and excellent communications skills including the ability to attend meetings and take minutes.

MAIN DUTIES

  • Manage diaries and exercise judgment in arranging meetings, ensuring that urgent and important matters are prioritised.
  • Checking diaries against each other, checking minutes of meetings on receipt to identify dates of future meetings.
  • Organising appropriate cover for meetings in the case of absence. Understanding the requirements of team members and, through this understanding, prioritizing scheduled events or meetings
  • Deal with highly confidential issues, recognising the sensitivity and possible PR implications of such matters and ensuring appropriate liaison with managers and other internal and external colleagues. This will include HR-related issues concerning academic and support staff.
  • Ensure that the assigned team members are fully prepared and briefed for meetings,
  • reviewing background information and producing drafts of documents or briefing papers
  • Scanning websites or printed documentation for relevant information and presenting this information in an appropriate format.
  • Manage internal and external contacts for the team members including making, receiving and screening telephone calls, processing incoming mail and e-mails, highlighting urgent and important items, and drafting replies or replying directly when required. The post holder will also need to send letters and e-mails and photocopy and scan documentation, as required by team members.
  • To manage the filing system of correspondence and other papers as well as reviewing existing files and organising long term storage as required.
  • To provide support for School committees and other meetings, including collating and distributing papers, drafting minutes and following up action.
  • At all times when communicating, be responsive, polite, friendly and efficient; the image of the Office represents the image of the School.
  • Organise financial arrangements including payment and reimbursement of funds on behalf of team members, liaising with the School’s finance office and external organisations as necessary.
  • To make arrangements for overseas and other travel by members of the Office, including ascertaining visa requirements, organising and collecting visas where necessary.

THE PERSON

Essential Skills and Experience 

  • Proven extensive administrative experience in a role where maintaining complete confidentiality was required.
  • Excellent organisational abilities.
  • Proven ability to draft and proof-read correspondence.
  • Experience of organising and streamlining the workload and timetable of a busy senior professional.
  • Good presentation of work, including excellent grammar and spelling.
  • Good communication skills, including the ability to communicate clearly with visitors from all parts of the world.
  • Proven ability to assess priorities, organise own workload without supervision, and initiate action, where appropriate.
  • Proven ability to work under pressure and to meet deadlines.
  • Experience of servicing formal committees, including taking minutes.
  • Experienced in Office software

Desirable Skills and Experience

  • Experience of record keeping and records management. Proficient with spreadsheets and PowerPoint

 

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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