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- Tasks: Support the Dean with admin tasks, diary management, and event coordination.
- Company: Join a prestigious educational establishment known for its excellence.
- Benefits: Enjoy a competitive salary and excellent benefits, with potential for permanent employment.
- Why this job: Gain valuable experience in a dynamic environment while supporting high-profile events and projects.
- Qualifications: Strong communication skills, organizational abilities, and experience managing busy offices are essential.
- Other info: This is a 3-month FTC with a pathway to permanent employment.
The predicted salary is between 30000 - 42000 £ per year.
PLEASE NOTE- This role is offered on a FTC 3 month contract, after successful completion of this FTC, you will be taken on permanently.
Our client, a world renowned educational establishment are seeking an EA to join their busy team.
Supporting the Dean, this busy role will have the following responsibilities:
EA Support and Office Administration
- Provide comprehensive and efficient administrative support to the Dean in all aspects of her work, in order to facilitate the smooth and effective performance of her role, and devising and implementing office administrative systems and procedures and proactively improving these where necessary
- Management of various email accounts.
- Draft correspondence and manage the Dean’s diary, highlighting pressing strategic issues.
- Draft original, and sometimes sensitive, correspondence for external audiences on behalf of the Dean.
- Maintain the Dean’s electronic diary, including organising internal and external meetings and international travel.
- Coordinate, organise and support meetings held by the Dean including making room/refreshment bookings and greeting visitors.
- Make appropriate travel arrangements, booking hotels and restaurants and other events, both domestically and overseas.
- Provide line management of a small team of support staff, operating to facilitate the Dean’s meetings, events and receptions.
Communication
- Communicate effectively and professionally with senior colleagues and the wider community, on behalf of the Dean, recognising the often highly confidential nature of correspondence, and ensuring that enquiries are dealt with promptly.
- Responding both verbally and in writing to a range of issues on behalf of the Dean, drafting original and sometime sensitive correspondence for external audiences.
- Research and prepare reports or briefing papers.
- Prepare Agendas, drafting and circulating Minutes, creating presentations and other key documentation for meetings.
Events
- The Executive Assistant will assist with managing prestigious and high-profile events.
- Events will involve creating and managing invitations lists, sending invitations and manging the responses, organising event logistics such as catering, IT and table/seating plans, along with overseeing the events as they happen.
Student Co-ordination
- Organising meetings between the Dean and student groups.
- Support the Dean with ad hoc projects as they arise.
Person Specification
Essential
- Experience of successfully managing the busy office of a senior member of staff, preferably (but not necessarily) in a university and/or charitable or ecclesiastical organisation.
- Demonstrable experience of complex diary management, managing competing demands and able to prioritise requests.
- Excellent written communication skills, able to draft correspondence (letters, reports etc.) which is well structured, clear and tailored to the audience.
- Excellent verbal communication skills and the ability to deal tactfully and effectively with a wide variety of members including academic staff office-based staff, students as well as members of the public.
- Ability to communicate effectively with a wide range of different colleagues including senior clergy.
- Good judgement and the ability to deal appropriately with confidential information, including tactfully handling sensitive situations.
- Excellent organisational skills, with the ability to effectively prioritise and plan ahead, whilst maintaining a meticulous attention to detail.
- Experience of making complex travel arrangements and associated bookings.
- Ability to handle sensitive information and confidential matters with discretion and initiative
- A flexible approach to workload and hours of work, with a co-operative and collaborative attitude.
- Experience of managing people, or an aptitude for this with a willingness to learn
- Good IT skills (Microsoft Office, Excel, email etc.) and the capacity to pick up new systems quickly.
Desirable
- Knowledge or experience of the University of Oxford, and its collegiate system
- Sympathy with the Christian ethos, vision and ministry.
In return our client offers a generous salary and excellent benefits package.
PLEASE NOTE- This role is offered on a FTC 3 month contract, after successful completion of this FTC, you will be taken on permanently.
Executive Assistant employer: Parke Lane People Limited
Contact Detail:
Parke Lane People Limited Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant
✨Tip Number 1
Familiarize yourself with the specific needs of the Dean and the educational establishment. Research their recent projects, initiatives, and any challenges they face. This knowledge will help you tailor your approach during interviews and demonstrate your proactive attitude.
✨Tip Number 2
Highlight your experience in managing complex diaries and prioritizing tasks effectively. Be prepared to discuss specific examples where you've successfully navigated competing demands, as this is crucial for the role.
✨Tip Number 3
Showcase your communication skills by preparing to discuss how you've handled sensitive correspondence in the past. Being able to articulate your approach to maintaining confidentiality and tact will set you apart.
✨Tip Number 4
If you have experience with event management, be ready to share specific instances where you've organized high-profile events. Discuss the logistics involved and how you ensured everything ran smoothly, as this is a key responsibility of the role.
We think you need these skills to ace Executive Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in managing busy offices, particularly for senior staff. Emphasize your skills in diary management, communication, and organization, as these are crucial for the Executive Assistant role.
Craft a Strong Cover Letter: Write a cover letter that clearly outlines your motivation for applying and how your background aligns with the responsibilities of the role. Mention specific experiences that demonstrate your ability to handle sensitive correspondence and manage complex schedules.
Showcase Communication Skills: Since excellent written and verbal communication skills are essential, include examples in your application that showcase your ability to draft clear and structured correspondence. Highlight any experience you have in dealing with diverse audiences.
Highlight Organizational Abilities: In your application, provide examples of how you've successfully organized events or managed multiple tasks simultaneously. This will demonstrate your strong organizational skills and attention to detail, which are key for this position.
How to prepare for a job interview at Parke Lane People Limited
✨Showcase Your Organizational Skills
As an Executive Assistant, your ability to manage complex schedules and prioritize tasks is crucial. Be prepared to discuss specific examples of how you've successfully managed a busy office or handled competing demands in the past.
✨Demonstrate Discretion and Professionalism
Given the sensitive nature of the correspondence you'll be handling, it's important to convey your understanding of confidentiality. Share experiences where you had to deal with confidential information and how you approached those situations with tact.
✨Highlight Your Communication Skills
Excellent written and verbal communication skills are essential for this role. Prepare to provide examples of correspondence you've drafted, especially for senior staff or external audiences, and how you tailored your communication to suit different stakeholders.
✨Prepare for Event Management Questions
Since the role involves managing high-profile events, be ready to discuss your experience in organizing events. Talk about the logistics you've handled, such as catering and seating arrangements, and how you ensured everything ran smoothly.
