Executive Administrator

We are looking for an Executive Administrator to start early September to cover a period of maternity leave. This role is responsible for supporting five members of the Executive Leadership team with diary management and high-level administrative support.

The ideal candidate will have previous experience of diary management and supporting at C-suite level. We need someone who can work in a fast-paced environment, and who is highly organised, proactive, and able to juggle multiple priorities while maintaining a calm and professional approach. They will also be able to work effectively within a geographically distributed team and handle confidential information with sensitivity and discretion. This is a hybrid role, and it is anticipated that you will work at your local campus one day per fortnight.

Key Responsibilities:

• To provide efficient and high-quality administrative support to the Executive team and the Executive Assistant and Governance Coordinator.
• To provide diary management and scheduling support for the Executive team.
• To act as a point of contact between the Executive team and internal and external stakeholders, acting with professionalism and discretion, proactively arrange meetings, prioritise work, manage conflicting needs.
• To provide effective secretarial and administrative support to members of the Executive Team including proofreading and supporting with the formatting of key external correspondence, including letters, presentations, comments on reports, etc. with speed and accuracy.
• To support members of the Executive Team by setting up meetings, booking rooms and venues, and with forward planning to ensure that meetings are prepared for in advance.
• To book travel and accommodation for members of the Executive Team and, where necessary, the wider organisation, ensuring that the best value and service are obtained.
• Support the Executive Assistant in the organisation of bi-annual all staff away days including arranging transport, overnight accommodation, and catering in line with allocated budget, and communicating details to the organisation.
• To screen and prioritise telephone calls and answer general queries by programme participants, members of the public or sector colleagues.
• To manage the ‘info’ inbox, seeing that enquiries are forwarded to the relevant staff members and answered in a timely manner.
• To carry out any other duties as reasonably requested by the Executive Team or Executive Assistant.
• To maintain the highest level of confidentiality, using discretion in providing information both within and outside of the NIoT.

Requirements:

• Strong PA/EA experience, preferably at C-suite level.
• Experience of high-level diary management and scheduling complex meetings.
• Ability to thrive when working independently and in a fast-paced environment.
• Strong communication skills, both written and verbal.
• Strong IT skills, including Microsoft Teams, Word, Excel and PowerPoint.
• Ability to manage competing priorities and work to deadlines.
• Previous work experience or willingness to work in a geographically distributed team.
• Sensitivity and discretion when handling confidential information.

This post requires a satisfactory enhanced disclosure from the Disclosure and Barring Service (DBS) with a Children’s Barred List Check and Occupational Health Check is required as a condition of employment.