Executive Assistant

EXECUTIVE ASSISTANT
  
We are seeking a passionate, proactive, and detail-oriented Executive Assistant to support senior leadership at a prestigious university in London. The ideal candidate will have experience managing busy and complex diaries, a flexible and collaborative approach, and a proven ability to deliver on various objectives quickly and efficiently.
  
EXECUTIVE ASSISTANT ROLE:

• Providing top-quality executive assistant and administrative support to the Head of the Department of Management and Entrepreneurship
• Recruiting, developing, and line managing the PA, Departmental Administrator, and additional temporary or agency staff for specific events or peak workloads
• Acting as the lead contact for the HR recruitment process, including arranging schedules, paperwork, RTW checks, working with Staff and Recruitment Hubs, managing TalentLink, and arranging interviewer training
• Providing Executive Assistant support to all academic faculty to assist with research, teaching, and administrative duties
• Scheduling and organising conferences, events, workshops, seminars, meetings, and appointments, including booking venues, catering, speakers, and preparing health & safety and other documentation
• Preparing and formatting digital content, documents, PowerPoint slides, and conference materials in line with the School’s branding and visual identity
• Organising visits and trips, researching and planning travel and itineraries, carrying out risk assessments, travel checks, and ensuring insurance and health provisions are in place
• Managing visits from co-authors, conference speakers and participants, visiting researchers, and other external academics
• Prioritising, anticipating, and making judgement calls about the urgency of issues, meetings, and requests, rescheduling and reorganising as necessary
• Compiling, processing, and following up on expense claims, raising and topping up purchase orders, setting up new suppliers, journaling funds, and monitoring casual workers and pay
• Representing the Department on the Business School Health & Safety Committee and following up on actions required in the Department
• Co-maintaining and monitoring departmental budget spreadsheets for seminar, recruitment, and research budgets, resolving variances and queries

• 12 months experience working as an Executive Assistant or Personal Assistant
• Experience working in education

• Ability to work hybrid