Executive Assistant

2 weeks ago

Newcastle upon Tyne, United Kingdom Newcastle University Full time

**Salary**: £29,605 to £30,487 with progression to £32,982 per annum, pro rata

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

**Closing Date**: 07 April 2024

The Role

We have an exciting opportunity to join Newcastle University Executive Office. We are seeking a motivated and organised Executive Assistant to provide high level executive support to members of the Senior Management team by identifying and anticipating needs, managing communications, and managing the flow of business in and out of the Senior Management Team. You will work closely with the administrative team in the Executive Office while liaising with teams supporting Pro-Vice-Chancellors and senior management within the University faculties. This is a fantastic opportunity, with a broad range of responsibilities.

If you have the required skills, ambition, and experience to work in a large and diverse environment, we would like to hear from you.

This is a fixed term role until August 2025, 0.6 part time role.

Interviews will be held across 16th and 17th April 2024.

Key Accountabilities
Provide the first point of contact for internal and external telephone and electronic contacts, enquiries, and personal visitors, for the senior management team
Deal with highly confidential issues with discretion, recognising the sensitivity of such matters and ensuring appropriate liaison with managers and other internal and external colleagues
Responsible for the effective management of the flow of business in and out for the senior management. This requires a detailed knowledge of wider senior managers’ portfolios, regular referral to University policies and procedures and an awareness of any sensitivities. Considerable judgement needs to be exercised to decide on the actions required
Set up and/or co-ordinate business meetings both internally and externally, including preparation of agendas, distribution of minutes and papers, progressing actions and making the administrative arrangements such as travel, accommodation, etc. Ensure that arrangements make the best use of management time, are sustainable and represent the best value for money
Ensure that managers are fully prepared and briefed for meetings, reviewing background information, and producing drafts of documents or briefing papers to save the manager’s time. This will include scanning websites or printed documentation for relevant information and presenting this information in an appropriate format
Ensure that travel arrangements are made to make the best use of manager’s time and that the most cost-effective bookings are made, with value for money and environmental sustainability as key considerations
Ensure that critical issues are referred to the relevant member of the senior management team along with any relevant background information or paperwork and assisting by prioritising tasks and keeping track of important deadlines in a detailed task management system. This includes identifying, devising and implementing effective office procedures to support the work of the office
Make decisions on less regular issues where necessary in the absence of the managers (e.g. accepting or declining external invitations to events; agreeing to deadline changes; providing information in response to requests, etc)
Act as proxy for senior managers, occasionally representing them in internal meetings or communications, and acting on any operational issues arising in the absence of that manager
Work on specific projects being led by the senior managers. This may involve carrying out background research, attendance at formal and informal meetings, contributing to the discussion, taking the minutes, and ensuring that the action points are completed
Provide high level support for the University’s governance arrangements as required. These activities will vary from time to time, depending on the needs of the business. Examples include arrangements and support for the annual meeting of graduates of the University (Convocation), and sub-committees of Executive Board
Be responsible for the organisation and support for a variety of events where the Vice-Chancellor and/or other members of the senior management team are involved. Examples include Honorary Degrees ceremonies, Celebrating Success events, Away Days, overseas trips undertaken by members of the senior management team, engagement activities, etc. This will involve working alongside the relevant staff in the Executive and Governance Office and the Academic Hub to ensure that the appropriate standards are met for the delivery of such events
Contribute pro-actively to a team-working environment; sharing ideas and showing a willingness to cross-train colleagues and shadow colleagues when appropriate. Ensure joined-up thinking and shared processes within the Executive O

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