Executive Assistant

You will represent the Director and the university in daily administrative duties, whether taking phone calls, answering correspondence, attending meetings or representing the Director at internal committee meetings., * Will be the first point of contact on all matters addressed to the Director, prioritising actions appropriately, using judgement to redirect issues to others for action or initiating action personally.

• Management of the Director’s diary. Ensuring that best use is made of available time.

• Ensuring efficient management of the Director’s incoming and outgoing correspondence, telephone calls and all other communication (verbal, paper and electronic), prioritising as appropriate and ensuring a timely response to all correspondence. The post-holder will be expected to acknowledge and reply to routine correspondence, and to draft responses on complex issues for the Director’s approval.

• Co-ordinating all arrangements concerning the Director’s attendance at external meetings and conferences world-wide, including the planning of itineraries, arranging travel, accommodation and visas where necessary. Will also manage the submission of the Director’s expenses.

• Dissemination of information and circulation of documents from the Director’s office internally and externally.

• Undertaking research on various issues as requested by the Director and presenting a summary of findings in a clear and concise manner. Acting as the document controller for complex documents in development.

• Will coordinate the submission of and monitor progress of scientific papers submitted for publication; responding to requests from journals, for information and liaising with authors as required.

• Working with the Director on current strategic priorities; attending meetings, producing agendas and reports and managing communications. Preparing and providing briefing papers and programmes in advance of meetings.

• Overseeing individual tasks and one-off projects as directed by the Director.

• Setting up and maintaining efficient office systems, including the maintenance of working files and a retrievable reference system. Ensuring maintenance of office supplies and organising prompt IT support as appropriate.

• Maintain security of information held or passing through the Director’s office.

• The Executive Assistant will be expected to work flexibly in support of the Director and on occasion to work extended hours which will be appropriately recognised.

• He/she will carry out other duties as are within the scope, spirit and purpose of the job description as requested by the line manager.

• This job description is not intended to be exhaustive, and it is likely that duties and responsibilities may be altered from time to time in the light of changing circumstances, in discussion with the post holder.

• Working in a senior administrative or EA role.

• Managing a busy and complex electronic diary.

• Used to working unsupervised and taking responsibility for setting and meeting targets.

• Handling confidential information and communications in a sensitive and appropriate manner.

• Servicing and organising high-level committees with sophisticated and concise minute taking.

• Excellent IT skills across the whole Microsoft Office package.

• Excellent written communication skills, with the ability to produce succinct and intelligent minutes and correspondence.

• A high level of literacy and an excellent standard of written and spoken English.

• Excellent interpersonal skills which enable the post holder to tactfully and assertively communicate with others.

• Excellent demonstrable organisational skills with a methodical and accurate approach.

• Evidence of appropriate gatekeeping skills and experience.

• High level of attention to detail and accuracy.

• Excellent at organising, managing and structuring information.