Executive Assistant

Executive Assistant, Personal Assistant, Temporary, Central London, ASAP start, Higher Education

Your new company

You will working for a well established University based in Central London that specialises in research.

Your new role

To provide a proactive, comprehensive and confidential executive support service to two members of the President's Senior Leadership Team, working collegially as part of a dynamic, project-focused group of Executive Assistants. The post holder will ensure effective management of diaries, provide project support, and coordinate internal and external communications.

• Manage all aspects of the diary, including the effective organisation of and preparation for travel, meetings, committees and events.
• Manage internal and external communications in a timely and appropriate fashion.
• Prepare, collate and distribute information relating to various Committees, working groups and meetings, including electronic coordination of agendas, accompanying papers, reports and policy documents, attending meetings and taking minutes and dissemination of outcomes and actions.
• Provide project support for strategic projects being led by the President's Office, including research, drafting documents and collating sources and resources related to projects.
• Provide information to support decision making relating to strategic developments for the University.
• Developing comprehensive information systems and databases.
• Provide a front of house service, welcoming guests and organising high profile events and visits.
• Provide other support to the staff within the President's Office or senior staff as requested, for example, support at corporate events, arranging and servicing meetings, travel arrangements within the UK and overseas, and project administration.
• Ensure that during any absences both matters of a routine and more critical nature are dealt with promptly and efficiently.

What you'll need to succeed

• Experience of providing direct executive or administrative support to a senior leader.
• Experience of working in a customer-focused environment and delivering effective communications to both internal and external customers at all levels.
• Experience of creating project plans, supporting multiple projects and seeing projects through to timely completion.
• Experience of event organisation and management, including booking, liaising and negotiating with venues.
• Experience in the servicing of meetings including the ability to disseminate outcomes clearly and concisely.
• Experience of utilising electronic databases, filing systems and planning tools, and experience of improving the effectiveness of electronic administrative systems.
• Project management experience.
• Budgetary monitoring experience.
• Proactive, ability to be responsible for a broad range of tasks, ability to prioritise workload and to remain calm during periods of higher workload and competing roles.
• Advanced keyboard and IT skills (Word, Excel, Outlook, PowerPoint), with the ability to learn new packages.
• Excellent organisational and time management skills with the ability to work independently and prioritise work to meet objectives and tight deadlines.
• Excellent research skills e., finding information from different sources.
• Able to analyse and disseminate information to produce reports of a high standard.
• Ability to understand the basics of budgetary management and monitoring. Ability to monitor using spreadsheets and identify inconsistencies or areas of over-expenditure

What you need to do now
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