Executive Assistant to The Associate Deans

3 months ago

South Kensington, United Kingdom Imperial College London Full time

An exciting opportunity to join a leading Business School and globally renowned University. We are looking for two Executive Assistants to provide support to our four Associate Deans (EDI, Education Quality, External Relations, and Enterprise), but also other members of the Dean’s Office - and EAs - as required. This role reports to the Director of Operations and Planning and provides vitally important administrative and secretarial support to ensure that the time of senior staff is used to best effect and that the Dean’s Office runs efficiently and professionally. The post-holder should take a proactive approach and be able to prioritise needs of different stakeholders to enable senior staff to work efficiently.

You will require previous PA or EA experience with a high level of organisation and time management, experience in dealing with issues of confidentiality with tact and discretion and excellent verbal and written communication skills with a high standard of written and spoken English to enable drafting documents such as minutes and presentations.

**Duties and responsibilities**:
You will be working directly with the Associate Deans, managing and controlling their diaries, arranging meetings and appointments as required, including provision of agendas, papers, and other supporting material. You will be organising travel and accommodation and producing travel plans and itineraries where needed. More information included in the attached Job Description.

You will be working as part of the Dean’s Office team and line managed by the Director of Operations and Planning.

**Essential requirements**:

- Previous PA or EA experience with a high level of organisation and time management skills.
- Experience in dealing with issues of confidentiality with tact and discretion.
- Experience of maintaining back-office functions such as administrative systems, documents, filing, and webpages.
- Excellent verbal and written communication skills with a high standard of written and spoken English to enable drafting documents such as minutes and presentations
- Excellent secretarial and administrative skills and proficiency using MS Office.
- Ability to coordinate a range of different activities at the same time and understand the connections between them.
- High level of attention to detail applied to all tasks.
- Flexibility to work in a changing environment, within given procedures and regulations.
- Ability to get on with people from all backgrounds, be an effective team player with interpersonal skills to work with senior management within the College, staff at all levels, students, and members of the public.
- Ability to use initiative, with a willingness to solve difficult problems.
- Ability to deal with diverse stakeholders who have diverse needs and to prioritise their demands sensitively using good judgement.

**Further information**:
The contract is part-time (0.6 FTE, three days a week) and open-ended.

**Documents**:

- Job Description - EA to the Associate Deans.pdf

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