Executive Assistant

Salary: £32,080 to £33,002 with progression to £34,610 per annum.

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

Closing Date: 15 April 2026

The Role

We have an exciting opportunity to join Newcastle University Executive Office. We are seeking a motivated and organised Executive Assistant to provide high level executive support to members of the Senior Management team by identifying and anticipating needs, managing communications, and managing the flow of business in and out of the Senior Management Team. The role also includes high level support for the University’s governance activities including administrative support for meetings of Council, Senate and Court.

Key Accountabilities

• Provide high level support for the University’s governance arrangements as required.
• Responsible for the effective management of the flow of business in and out for the senior management.
• Set up and/or co-ordinate business meetings both internally and externally, including preparation of agendas, distribution of minutes and papers, progressing actions and making the administrative arrangements such as travel, accommodation, etc.
• Ensure that arrangements make the best use of management time, are sustainable and represent the best value for money.
• Ensure that managers are fully prepared and briefed for meetings, reviewing background information, and producing drafts of documents or briefing papers to save the manager’s time.
• Ensure that travel arrangements are made to make the best use of manager’s time and that the most cost-effective bookings are made.
• Make decisions on less regular issues where necessary in the absence of the managers.
• Act as proxy for senior managers, occasionally representing them in internal meetings or communications.
• Work on specific projects being led by the senior managers.
• Be responsible for the organisation and support for a variety of events where the Vice-Chancellor and/or other members of the senior management team are involved.
• Provide the first point of contact for internal and external telephone and electronic contacts, enquiries, and personal visitors, for the senior management team.
• Contribute pro-actively to a team-working environment; sharing ideas and showing a willingness to cross-train colleagues and shadow colleagues when appropriate.

The Person (Essential unless stated)

Knowledge, Skills and Experience

• High level of organisational and time management skills with the ability to manage a range of tasks simultaneously.
• Ability to work calmly and efficiently under pressure and to tight deadlines.
• Excellent communication skills both verbal and written to build professional relationships with colleagues and external stakeholders.
• Comprehensive experience of acting as secretary to high-level meetings.
• Experience of work practices relevant to the role of an assistant to a senior executive preferably in a large organisation.
• Pay close attention to detail and work with accuracy.
• Substantial experience of working with Microsoft Office software.

Attributes and Behaviour

• Consistently displays a positive customer focused ‘can-do’ attitude.
• Interacts professionally and confidently with all levels of the organisation and external stakeholders.
• Takes a high level of initiative.
• Plays a positive role in teams and works to build cross-functional networks while also working independently and with minimal direction.
• High levels of discretion and political awareness.
• Proactively anticipates and plans for likely problem areas or obstacles by assessing and managing risks.
• Supports and mentors less experienced colleagues.

Qualifications

• Hold an HND/C or equivalent, possibly in Business Administration, or have substantial vocational experience working in a similar role.

Newcastle University is a global University where everyone is treated with dignity and respect. As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution. We are committed to being a fully inclusive university which actively recruits, supports and retains colleagues from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all of our employees and the communities they represent.