Personal Assistant

This role is based at the SKAO Headquarters at Jodrell Bank, Cheshire, UK and is a 2-year fixed term contract. At the SKAO we are coordinating a global effort to deliver one of the largest science facilities on the planet. The SKAO telescopes will be next-generation instruments that will help to answer key questions in astrophysics, drive technological innovation and support human capital development.

More than a dozen partner countries and over a thousand scientists and engineers around the world are already on board, making the SKA project an international collaboration like no other, and one of the most ambitious science and engineering endeavours of the 21st century. Headquartered in the UK, with telescope sites in Australia and South Africa, the SKAO will be one observatory operating two telescopes, an endeavour spanning three continents.

Being part of Team SKA means contributing to something extraordinary: a uniquely exciting project to advance human knowledge that will last for decades. In return, we offer a diverse multicultural working environment, 30 days annual leave plus public holidays, a generous pension scheme, visa and support with relocation (if applicable), regular social events, a family-friendly environment and much more. Come and join us!

A great opportunity for a Personal Assistant to grow their skills and be part of an international, multicultural team. We welcome applications from candidates of all nationalities, especially those from member countries. However, for these roles visa and relocation support will not be available and applicants must be able to comply with the terms of a UK based local contract.

SKAO is committed to providing an inclusive and flexible working environment, meeting the requests of our colleagues whilst also fulfilling the needs and objectives of the Observatory. There may be occasions where this role requires the post holder to work across different time zones and, in line with SKAO policy, flexible working hours will be supported in agreement with the line manager.

The Role

Reporting to the Executive Office Manager in the Executive Office, the Personal Assistant will be responsible for ensuring efficient and effective PA support to Executive Directors including Programmes Director, Chief Finance Officer and HR Director. The ideal candidate will be dependable, able to take initiative when needed, and comfortable working as part of a team, with good organisational and time management skills.

Key Responsibilities, Accountabilities and Duties

• Organise and manage calendar schedules, coordinate appointments, and arrange meetings across different time zones.
• Manage workflows and tasks between the Executive Directors and their respective Team Leaders.
• Provide absence cover for the Personal Assistant to the Director General and Reception as required.
• Manage inboxes for specified stakeholders.
• Arrange travel, visas, accommodation for corporate travel.
• Prepare expense claims for the Executive Directors.
• Take notes or minutes at meetings and circulate within tight deadlines.
• Support the preparation of meetings including agendas and itineraries for meetings and external visits.
• Support the organisation and execution of events at the GHQ.
• Provide general administrative support as required by the Executive Directors.

Mandatory Knowledge, Skills and Experience

• Good level of education with a demonstrable competence in Mathematics and English.
• Experience working as a Personal Assistant in a busy office environment.
• Strong planning, time management and organisation skills.
• Proven experience in managing calendars and scheduling meetings, events, and appointments.
• Demonstrated experience in arranging business travel, including booking flights, accommodation, and visa coordination.
• Excellent verbal and written communication skills, with the ability to engage stakeholders at all levels of seniority.
• Ability to build good working relationships with a diverse employee population.
• Good IT skills, with a working knowledge of Microsoft Office, particularly Word and Outlook, along with experience in processing expenses.
• Capable of working independently and proactively, with tight deadlines.
• High level of discretion and understanding of confidentiality.
• Flexible team player, adaptable to change.

Desirable Knowledge, Skills and Experience

• Experience handling stakeholder communications at different levels, from internal teams to external contacts.
• Experience of working in an international environment.
• Experience in handling complex international travel arrangements, including managing time zone differences and arranging multi-leg itineraries.

Equality Diversity and Inclusion Statement

SKA Observatory recognises that our diversity is a strength. We aim to create a welcoming and inclusive environment where everyone feels they belong, and diverse perspectives and ideas thrive. As such, Equality, Diversity, and Inclusion are at the core of SKA Observatory's agenda. Our aim is to recruit and retain the most talented individuals, regardless of gender, race, disability, age, sexual orientation, marital status, religion, nationality or background. Women have traditionally been under-represented in the fields of science and engineering; SKA Observatory welcomes and encourages female applicants. Where applicants with a disability need facilities or adjustments to enable them to participate in the recruitment process, these will be provided. SKA Observatory welcomes all candidates, especially those from member countries.

The 'How to Apply' information contained within the SKA Observatory recruitment portal provides more detail regarding our application and selection approach.