Executive Assistant to Head of Department and

2 months ago

South Kensington, United Kingdom Imperial College London Full time

We are looking for an EA to provide a pro-active and high-level personal assistant and administrative service to the Director of the Centre for Environmental Policy. This is a key post within the Department and the jobholder will work with mínimal supervision and be fully responsible for ensuring that the Head’s office runs smoothly, efficiently and professionally. You will be a self-starter, proactive with extensive PA role experience.

In addition, the post holder will provide administrative support to the Professors and be a proactive member of the Departmental Administration Team, Supporting the CEP Department Operations Manager with staffing administration and provide a high level of administrative support to the Centre. The job holder will assist on the Facilities and premises management in the Centre.

**Duties and responsibilities**:

- To be proactive in providing the full range of Executive Assistant services to the Director, including maintaining their diary, organising meetings, arranging lunches, events, parties
- To be proactive in providing the full range of administrative services to the allocated Professors, including maintaining their diary, organising meetings, arranging lunches, events, expenses etc
- Booking all travel arrangements and completion of paperwork related to travel, including arrangements for visas, when necessary; ordering taxis and other services as required.
- To act as contact for recruitment, casual workers and visiting appointments and ensure timely processing of the requests, liaising effectively with the HR Hub.
- To provide general administrative support for the departmental activities by organising swipe card access, raising building defects, receiving and circulating daily departmental post, processing the finance paperwork including expense claim forms.
- To undertake other administration tasks and responsibilities compatible with the level and nature of the post as required and to provide back-up administrative support as required.

**Essential requirements**:

- An appropriate academic qualification, equivalent vocational qualification and experience in a similar role
- Substantial experience in a similar or related Personal Assistant type role, demonstrating development through involvement in a series of progressively more demanding roles
- Previous experience of working in a research or academic environment
- Experience of Human Resources policies and procedures
- Dealing with a variety of professionals and staff at all levels
- Experience of researching and drafting presentations, speeches, documents etc
- A sound working knowledge of Windows-based software (Microsoft Word, Outlook).
- Knowledge of computer presentation programmes, spreadsheet, database and management information packages, such as PowerPoint, Excel, Access, Teams, SharePoint and Oracle (training will be given if necessary).
- Excellent secretarial skills, including minute taking
- Proven ability to establish and maintain administrative systems in order to ensure efficient and effective running of an office

**Further information**:
This is a full time and open ended role, and you will be based in the South Kensington Campus.

**Interviews will be held on the 3**rd**of March in South Kensington Campus.**
- The College is currently trialling a _Work Location Framework_until early 2023. Hybrid working may be considered for this role and the role holder may be expected to work 60% or more of their time onsite, with 40% the minimum time spent onsite. The opportunity for hybrid working will be discussed at interview. _

**Documents**:

- JD - EA to Head of Dept and Administrator to Professors.pdf

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