Administrative Officer in London

Overview

Main purpose of the job: The post holder will provide comprehensive administrative and operational coordination to ensure the smooth running of complex strategic initiatives led by the Principal.

This includes reporting requirements, preparation of documentation (reports, presentations, forms, others), supporting stakeholder engagement, organising meetings and diary, enabling institutional governance.

The primary purpose of the role is to act as the core operational executor.

This includes managing complex diary governance, providing formal secretariat support for meetings, and tracking the delivery of administrative workflows.

The role holder will work with a high degree of accuracy to organise day-to-day tasks, resolve operational hurdles, and execute decisions made by the line manager.

Duties and responsibilities

• Act as formal committee secretary for internal and external meetings, including scheduling sessions, collating briefing papers, and drafting accurate minutes to maintain institutional records.
• Establish and maintain robust action‑tracking systems to monitor progress on tasks delegated by the line manager to wider stakeholders.
• Draft high‑quality correspondence, briefing notes, and operational documentation on behalf of the line manager to facilitate clear communication across the team.
• Support the filtering of incoming enquiries and resolving routine administrative issues.
• Coordinate administrative workflows across multiple tasks and projects simultaneously to guarantee that departmental deadlines are met.
• Maintain accurate electronic filing systems and data repositories in strict compliance with data protection policies and GDPR.
• When needed, liaise confidently with senior internal stakeholders and external partners on behalf of line manager to progress operational tasks and share relevant information.

Qualifications, experience and knowledge

• Proven experience of providing high‑level administrative support within a large, complex organization (Higher Education sector is desirable).
• Demonstrable experience of managing complex calendars, schedules and coordinating busy operational schedules.
• Proven experience of committee servicing, including drafting formal minutes and tracking meeting action points.
• Working knowledge of data protection principles (GDPR) and maintaining confidential electronic filing systems.
• Proven experience of providing high‑level administrative support within a large, complex organization (Higher Education sector is desirable).

Skills and abilities

• Excellent organizational and time‑management skills, with a proven ability to prioritize tasks and meet tight deadlines, demonstrating flexibility.
• Strong written communication skills, with a high level of accuracy and attention to detail when drafting correspondence or reports.
• Proactive, \"can‑do\" approach to task execution, with the ability to solve operational problems using personal initiative.
• Digital proficiency in using standard modern workplace software, including Microsoft Office 365, Teams, and Share Point.
• Strong interpersonal skills, with the ability to act with diplomacy and discretion when handling sensitive information.
• High levels of professional agility and adaptability, with a proven willingness to adjust working schedules, locations, and priorities at short notice to meet manager requirements.
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