Executive Assistant

4 weeks ago

Didcot, United Kingdom Science and Technology Facilities Council (STFC) Full time

Job Title: Executive Assistant to the Managing Director

**Salary**: £34,905 - £37,173
Hours: Full time (We understand the importance of work-life balance, and are happy to discuss the possibility of flexible working with applicants)
Contract Type: Permanent
Location: Harwell - Oxfordshire

About Us

The Science and Technology Facilities Council (STFC) is one of Europe’s main research organisations. Combining world-class facilities with major international collaborations, and some of the world’s most talented staff, we’re driving ground-breaking advances in science and technology.

About The Role

To assist the Director of Clusters and Campus Development with carrying out their role, professionally and knowledgeably representing the Director with all aspects of their busy and demanding role and dealing with high-level external interfaces. The Director leads the Cluster and Campus Development team who are based at both Harwell and Daresbury; however, this role is based at Harwell.

Principal duties and responsibilities
- Managing the Director’s diary, prioritising their schedule to optimise their time effectively. Coordinate inter/national travel and providing detailed travel itineraries including booking hotels, flights, taxis, trains etc and arrangement of Visa’s where needed. Proactively planning in advance wherever possible.
- Ensuring the Director is properly briefed and prepared for all meetings, events and visits which will require written briefings using gathered inputs from relevant sources and colleagues.
- Regularly producing presentations and providing input for strategic documents, ensuring all content and figures are up to date and accurate.
- Organising meetings and various events, booking rooms, registering visitors, organising catering and where needed attending to take notes/minutes to track and follow up on actions. Being on hand at events, as necessary, to ensure that everything runs efficiently and to troubleshoot any issues as they arise.
- Organising the Quarterly Harwell and Daresbury Cluster Steering Boards, working with the Director and the secretariats to generate the agenda, attending meetings to share presentations, take minutes and communicate meeting documentation to the Boards. Ensuring the Terms of Reference are kept up to date as and when members join/leave.
- Assisting with the Director’s workload ensuring that targets and deadlines are met and where possible taking forward actions/projects on their behalf
- Maintaining awareness of key issues and priorities, as required to professionally represent the Director to commercial and public sector stakeholders.
- Providing an effective interface between the Director and other areas of STFC-UKRI and acting as the point of contact in their absence, ultimately strengthening internal relationships
- Processing and keeping track of the Director’s GPC and personal expense claims.
- Raise Purchase Orders, keep track of payments and process invoices for the team, monitor the team’s budget and work closely with finance colleagues to accurately track and forecast expenditure.
- Potentially line manage other staff as the team grows.

Person Specification:
(Please note the below criteria will be assessed at Shortlisting or Interview stage as indicated)
- Experience of similar role or background in supporting a senior role (S&I)
- Experience in dealing with a high-volume mailbox (I)
- Good influencing skills with the ability to develop positive working relationship with a variety of partners at various levels (I)
- Good problem-solving skills and willingness to come up with innovative methods of working (S&I)
- Knowledge of Microsoft Office products - particularly Word, Excel and Outlook and able to learn to use other IT systems (S)
- Excellent written and verbal communication skills (S&I)
- Good minute taking skills and excellent grammar (S&I)
- Able to work well with mínimal supervision and use initiative (S)
- Ability to prioritise well and stay calm under pressure (I)
- 5 GCSEs including English and maths (Grade C or above)

Special Requirements:

- Flexibility to occasionally work outside core hours as and when required (I)

**About The Science and Technology Facilities Council (STFC)**

As one of Europe’s largest research organisations, we ask the biggest questions in the universe to find answers that change the world around us. We seek understanding. We’re proud of the impact we make. And we’re committed to helping build a globally competitive, knowledge-based UK economy. Being part of all this means contributing to work that pushes boundaries and creates possibilities. You’ll work with, and learn from, true experts. Whatever your role, you’ll be free to question, and encouraged to share ideas. And, in a positive and supportive culture, you’ll discover just what a difference you can make when you’re equipped and inspired to excel.

We’re a place where curious minds thrive. Not bound by profit, we exp

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