Executive Admin Assistant - (Inglés)

To provide high-quality administrative and personal support. The role ensures the smooth organisation of documentation, meeting preparation, and administrative processes to support operational priorities.

• Key Accountabilities a. Personal Assistant Support
• Anticipate requirements and take initiative in preparing documentation and briefing materials.
• Plan schedules in advance to ensure appropriate meeting and travel time is allowed.
• Manage the diary and coordinate internal and external appointments.
• Arrange meeting venues, refreshments, and AV equipment as required.
• Monitor email in box, triaging emails and phone calls, and ensuring timely handling of correspondence.
• Identify and escalate time-sensitive matters, redirect operational issues where appropriate, and track follow-up actions.
• Collate and organise meeting papers, ensuring all relevant materials are prepared in advance.
• Coordinate travel, hospitality, and accommodation arrangements as needed.
• Maintain effective filing systems and monitor general correspondence.
• Assist with collation and printing of committee papers and support logistical arrangements for meetings.
• Draft initial correspondence b. Administrative Support
• Provide general administrative support to the department Office, including document collation and communication follow-up.
• Liaise with College departments and other relevant parties to obtain and maintain documentation.
• Process routine expenses and invoices, reconcile expense claims, and prepare for approval.
• Support document control and version management for shared working files.
• Maintain checklists or templates to support recurring tasks and ensure consistency.
• Assist with coordination of internal projects or working groups where needed.
• c. Records and Compliance
• Handle confidential files in line with College data protection policies.
• Maintain and update internal trackers.
• Support with archiving and document retention processes.
• Ensure all documentation is stored in accordance with GDPR and College policies.
• d. Liaison
• Serve as a professional and courteous point of contact for the department office.
• Liaise with Fellows, staff, students, contractors, and other relevant parties.
• Respond to enquiries and redirect matters appropriately.

Person Specification

Essential

• Previous experience in a PA, EA, or senior administrative role
• Excellent organisational and time management skills, with the ability to manage multiple priorities effectively in a busy and varied environment.
• Strong attention to detail, particularly in the preparation of documents, meeting materials, and written communications.
• Clear and professional written and verbal communication skills, including the ability to draft emails and correspondence
• A proactive, discreet, and dependable approach.
• Good judgement in triaging communications and escalating matters appropriately.
• Proficiency in Microsoft Office (Word, Outlook, Excel), and familiarity with digital document management and version control.
• Ability to liaise confidently with a wide range of people, including senior academics, staff, students, and external contacts.
• Self-starter
• Demonstrated discretion and reliability when handling confidential information.

Desirable

• Familiarity with committee or governance processes.
• Experience supporting facilities-related tasks.