Executive Assistant to Centre Director in Sheffield

The University of Sheffield is a remarkable place to work. Our people are at the heart of everything we do. Their diverse backgrounds, abilities and beliefs make Sheffield a world-class university. We offer a fantastic range of benefits including a highly competitive annual leave entitlement, a generous pensions scheme, flexible working opportunities, a commitment to your development and wellbeing, a wide range of retail discounts, and much more.

As Executive Assistant, you will provide executive level support to the Centre Director and Director of Education to ensure they are fully supported in their day-to-day roles and on projects and activities related to the Centre of Engineering Education and Skills, the Faculty of Engineering and the University. Due to the complexity of the Director’s role, it is essential that the post-holder is able to work quickly to meet deadlines, balance competing priorities and be proactive, forward planning to anticipate requirements and put in place arrangements. Strong team-working skills are required, along with excellent written and verbal communication skills and attention to detail. Much of the business of the Director’s office is highly confidential and sensitive, and so the ability to act with discretion and sensitivity is critical.

Main Duties And Responsibilities

• Provide professional and confidential Executive Assistant support to the Centre of Engineering Education and Skills Director and the Director of Education.
• Be the first point of contact for enquiries to both Directors, dealing effectively with a wide range of enquiries and daily liaison with colleagues at all levels across the University and with external organisations.
• Deal with high volumes of correspondence (incoming and outgoing) on behalf of both the Centre Director and Director of Education.
• Undertake diary and event management and coordination for the Directors, ensuring appropriate travel and catering arrangements are in place.
• Support Director and Centre Manager in the drafting and preparation of correspondence, reports and presentations.
• Assist the organisation of Centre events involving staff, students and visitors.
• Maintain document filing systems for critical Centre documents and logs.
• Provide financial support to the Director and Centre Manager, including processing requisitions for goods and service.
• Service Centre committees and any other meeting as required.
• Plan and organise individual and Centre team activity over short, medium and long-term.
• Support the Centre Manager in the improvement of systems and processes within the School.
• Undertake other activities as required to ensure that all administrative activities within the Centre are undertaken in a timely and efficient manner.

Person specification

• Educated to A-Level standard (or equivalent qualifications/experience).
• Experience of working in a senior secretarial/PA role.
• High level IT skills, including advanced use of internet and email, as well as the Microsoft Office suite and/or Google Apps.
• Excellent organisation and time management skills to prioritise own workload and work accurately to tight deadlines.
• Ability to operate effectively under pressure.
• Excellent communication skills, both written and verbal, with attention to detail.
• Experience of working as a team member to collaborate and achieve common objectives.
• Ability to analyse and solve problems creatively.
• Ability to maintain complete confidentiality and manage sensitive issues appropriately.
• Experience of working across departments, developing strong working relationships.

We are a Disability Confident Employer. If you have a disability and meet the essential criteria you will be invited to interview.

Possession of a criminal record is not an automatic bar to employment at the University of Sheffield. We recognise the value of steady employment in the rehabilitation process and examine each case in its own right.