Executive Assistant to AFSEE Director – SC026

Reference: Executive Assistant to AFSEE Director – SC026
Added to shortlist
Sector: Education
Salary/Rate: Negotiable (Dependent upon experience)
Location: London
Type: Temporary/Contract
Posted: 13/03/2020

My client is a public research university located in London. They are looking for Executive Assistant FTE.

The Executive Assistant will provide pro-active administrative support to the the AFSEE Director, coordinating their professional agendas and liaising with internal and external individuals and organisations so as to maximise the effectiveness and impact of the Director’s workloads. The role involves working closely with the Institute’s administrative teams, and providing targeted support to the administrative processes of AFSEE. As a key member of the Director’s team, the Executive Assistant will be central to the effectiveness and success of the Institute’s activities

The ideal candidate will have proven excellence in organisation and administration and exceptional communication skills. Some working outside of standard office hours, for example evenings and weekends, for events, receptions etc may be required.

Key Criteria:-

  • Are you a proactive individual with demonstrable administrative experience, excellent IT and communication skills and the ability to work well as part of a team?
  • Are you a highly organised executive assistant with experience in supporting the AFSSE Director in their role, coordinating their diary, managing their emails and organising travel?
  • Have you got the ability to prioritise work, navigate conflicting deadlines and think one step ahead are instrumental to the success of this role.
  • Have you got 3 years Executive Assistant experience?

Operational

  • To pro-actively manage the Director’s diary, providing high-level coordination of their professional agenda and commitments through prioritising competing demands on time in line with current and longer term priorities as well as advance planning and scheduling to ensure deadlines are met.
  • To act as a first point of contact for the Director, fielding meeting requests and general enquiries, manage and filter postal and electronic mail, responding as appropriate.
  • To plan and manage complex international travel itineraries across time zones, including booking travel and accommodation, arranging visa and travel documentation, processing reimbursements of travel costs.
  • To develop, manage and maintain appropriate filing systems for the Director’s documents, correspondence, emails and electronic files.
  • To manage financial processes on behalf of the Director in accordance with the School’s financial
  • At the request of the Director:
    • To draft email and other written correspondence
    • To contribute to the development of presentations
    • To carry out research and projects to complement the workload of the Directors
    • To draft briefings/materials with relevant colleagues for meetings, travel and public engagements
    • To plan and organise regular and ad-hoc meetings for the Directors, including booking rooms, organising refreshments, setting up conference calls and minute taking
  • To follow Data Protection legislation at all times whilst liaising with all departments and those external to the School.
  • To undertake any other duties at the request of the Director.

Essential Experience and skills

  • Communications and Relationship Management
  • General administration
  • Teamwork and Motivation
  • Excellent organisational and time management skills
  • Multi tasking and resourceful

If you are interested in the position please send us your CV with a brief covering statement to demonstrate how your skills and experience match the above requirements to shailla@stepahead.co.uk.

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