Executive Assistant

Job Title: Executive Assistant to CEO and Office of the Provost (includes Provost and Deputy Provost)

Job Type: Full-time

Location: In-person

Salary: £28,000 - £35,000 per annum

Job Purpose

We are seeking a proactive and detail-oriented Executive Assistant to provide comprehensive support to the CEO and the Office of the Provost, including the Provost and Deputy Provost. This role involves managing diaries, coordinating meetings, facilitating travel arrangements, handling relationship management, and assisting in event coordination. The ideal candidate will be adept at balancing multiple priorities, handling confidential information, and liaising effectively with internal and external stakeholders to ensure seamless support for the senior leadership team.

Main Responsibilities

Support to the CEO and Office of the Provost

Diary & Meeting Management

• Efficiently manage the diaries of the CEO, Provost, and Deputy Provost, ensuring adequate preparation for all engagements.
• Conduct regular diary meetings with the CEO and Provost to discuss upcoming engagements, invitations, and prioritize their schedules accordingly.
• Organize internal and external meetings, ensuring rooms are booked, technology is functioning, and refreshments are available.

Travel Coordination

• Arrange and coordinate travel schedules for the CEO, Provost, and Deputy Provost, optimizing time and cost efficiency.
• Manage their diary and travel plans to our various campuses.
• Handle travel expense processing and reimbursement procedures.

Preparation & Briefing

• Prepare briefing notes and necessary documentation to ensure the CEO, Provost, and Deputy Provost are fully equipped for meetings and presentations.
• Collaborate with the Senior Leadership Team to gather relevant materials and ensure accurate and timely preparation.
• Perform ad-hoc desktop research to support meeting and presentation preparation.

Stakeholder and Relationship Management

• Build and maintain strong relationships with key internal and external stakeholders.
• Filter communications (e.g., phone calls, emails) for the CEO and Provost, directing or responding on their behalf where appropriate.
• Meet and greet visitors, ensuring a positive and professional experience.

Administrative and Project Support

• Maintain accurate records, handle confidential information, and organize files for the CEO and Provost.
• Draft and prepare correspondence on behalf of the CEO, Provost, and Deputy Provost when required.
• Assist with ad-hoc projects and research, as assigned by the CEO or Provost, to support decision-making and project implementation.
• Coordinate and manage executive meetings and staff events, including organizing venues, preparing materials, and ensuring smooth execution.
• Provide executive support to the Leadership Team on an as-needed basis, including assisting with capacity assessments and reprioritizing workloads.
• Undertake other duties as required to support the effectiveness and efficiency of the executive office.

Person Specification

Skills and Competencies

• Proficient in Microsoft Office Suite (Word, PowerPoint, Excel); adept at scheduling and updating calendars.
• Strong organizational and planning skills with an adaptable approach to managing unexpected changes.
• Exceptional verbal and written communication skills; able to produce high-quality written documentation.
• Discrete, diplomatic, and reliable with a commitment to confidentiality.
• Ability to remain calm under pressure, balancing multiple tasks and deadlines in a fast-paced environment.
• Proactive, self-motivated, and comfortable with autonomous workflow management.
• Strong attention to detail and a commitment to achieving high-quality outcomes.

Knowledge and Experience

• Minimum 3 years’ experience as a Personal or Executive Assistant.
• Proficiency in Microsoft Office and standard administrative practices.
• IAAP Certified Administrative Professional (CAP) or equivalent office management certification is preferred.
• Experience working within a Senior Leadership Team, especially within an education setting, is highly advantageous.

Schedule:

• 8-hour shift, Monday to Friday

Work Location:

• In-person

This role offers an exciting opportunity to provide high-level executive support in a dynamic environment, collaborating closely with senior leaders and contributing to the success of the CEO and Provost's office.