EA to Chief Information Officer IT Services

We are urgently looking for an Executive Assistant who will support the CIO in the development and implementation of strategic initiatives and will include the coordination of cross-service projects to achieve strategic and operational aims. The post holder will develop effective working relations with staff at all levels across the University and regularly liaise with a wide range of stakeholders to ensure the smooth running of ITS’s operations and the fulfilment of strategic objectives. The post holder will also be responsible for the operational management of the office of the CIO on a day-to-day basis dealing with all enquiries and ensuring matters are escalated as appropriate in a timely manner.

Main duties and responsibilities

• To effectively develop and manage an electronic filing system for the CIO, ensuring that all stored documents, files and reference materials are up-to-date and systems are transparent and easy to use.
• To prepare reports, correspondence, communications, presentations and other documents for the CIO at his/her request.
• To prepare management information and briefing material, as directed by the CIO.
• To provide comprehensive executive support and advice to the CIO on a variety of issues relating to IT Services using in-depth knowledge of the University to provide opinion and credible solutions to problems arising.
• To collaborate and develop strong working relationships with staff and management from across Professional Services, attending relevant networking groups ensuring that professional communications standards are maintained at all times.
• The Executive Assistant is expected to use their professional judgement and experience to identify issues, trends and problems which may have a broad impact, bringing those issues or communications of highest priority or sensitivity to the attention of the CIO.
• The post holder is expected to comply with all Health and Safety policies and procedures and to ensure that all activities are undertaken in a safe manner.

Qualifications

• Educated to degree level or with equivalent experience as a PA/EA.

Skills

• Substantial experience of working as a PA/EA in a Higher Education Institute or IT Services organization.
• Experience of supporting committee work at a senior level.
• Experience of dealing with complex and sensitive business activities in an executive support role.
• Comprehensive understanding of the Higher Education sector.
• Experience in handling difficult situations with tact and sensitivity.
• Knowledge of project management principles with the ability to coordinate, monitor and support multiple project groups.
• Ability to manage and prioritise activities of self and others in order to meet tight deadlines.
• Ability to exercise creativity and judgement in problem solving.
• Excellent IT Skills including Microsoft Office and an understanding of management information systems.
• Excellent organisational skills with the ability to balance competing pressures, deadlines and demands.
• Strong interpersonal skills and proactive approach.
• Self-motivated and acts on own initiative.
• Able to work independently, and as part of a team.
• Adaptable, flexible and able to cope with uncertainty and change.
• Professional calm and efficient manner.
• Required to carry out duties at other University sites as necessary, to support the wide ranging activity of the Estates and Facilities Directorate.
• Able to maintain complete confidentiality at all times when dealing with sensitive information.