PA to the Deputy COO

2 weeks ago

Leeds, United Kingdom Hays Specialist Recruitment Limited Full time

Your new companyWorking for a renowned Higher Education Establishment in Leeds City Centre. We are seeking a dynamic and proactive individual to support the Deputy Chief Operating Officer (Deputy COO).Your new roleAs the PA to the Deputy COO, you will play a crucial role in supporting the efficient functioning of the Deputy COO's office. You'll be responsible for managing administrative tasks, coordinating communication, and ensuring seamless operations within a complex and dynamic environment.Key Responsibilities:

  • Take overall responsibility for the Deputy COO's electronic diary. Assess priorities, proactively identify and resolve scheduling conflicts, and ensure optimal time management.
  • Proactively gather information to brief the Deputy COO ahead of meetings. Navigate a complex workload to provide relevant insights and context.
  • Facilitate effective communication between the Deputy COO and academic/administrative staff at all levels within the University. Engage with external organisations locally, regionally, nationally, and internationally.
  • Assist in drafting external communications, presentations, reports, and formal university committee papers.
  • Prepare agendas, take minutes, and follow up on action items for cross-university meetings. Provide briefings to the Deputy COO as needed
  • Handle correspondence and enquiries on behalf of the Deputy COO, ensuring timely and appropriate responses.
  • Undertake projects and initiatives on behalf of the Deputy COO, Chief Operating Officer's Executive Officer, or Business Support Manager.
  • Contribute to service development and enhancing office processes and systems.
  • Arrange travel, accommodation, venues, and catering as required
  • Work collaboratively within a professional support team to consistently provide high-level support to the Deputy COO's.
  • Provide backup support during peak workloads and colleagues' absence/annual leave.

What you'll need to succeed

  • Substantial experience of providing professional administrative support at a senior level, in the capacity of Personal Assistant, in a large and complex organisation;
  • Substantial experience of proactive, complex electronic diary management;
  • Excellent interpersonal and communication skills, both written and verbal, including the ability to communicate with people at all levels at an appropriate level, and establish and maintain effective working relationships;
  • Excellent team working skills with the ability to work collaboratively and cooperatively with colleagues;
  • The ability to prioritise your own workload and adapt flexibly to constantly changing demands, working under sustained pressure and to tight deadlines;
  • Excellent attention to detail, including proofreading skills, with the ability to maintain a high level of accuracy;
  • An ability to exercise a high degree of initiative with the ability to assume responsibility and take appropriate action in the absence of the Deputy Chief Operating Officer;
  • Excellent digital literacy and IT skills and substantial experience of using Microsoft Office 365 tools for communication and collaboration on a daily basis, including Word, Teams, Outlook, Excel and PowerPoint

What you need to do nowIf you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk

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