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Executive Assistant

8 months ago

Newcastle upon Tyne, United Kingdom Newcastle University Full time

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

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.

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 full time, fixed term post available until Jan 25, with planned start date of April 24.

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. The post holder represents the public face of the senior management team and of the University in this respect
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
Be responsible for the effective management of the flow of business in and out of the office, including effective diary management, typing/drafting of reports, letters, etc, formatting and typing papers for publication, and preparing presentations. This requires detailed knowledge of the senior managers’ portfolios, of University policies and procedures, and an awareness of the sensitivities and local and wider politics of situations. A large proportion of this business will be handled directly by the post holder, such that considerable judgement needs to be exercised to decide on the actions required
Manage diaries and exercise judgement in arranging meetings to ensure that urgent and important matters are prioritised. This involves checking diaries against the University Business Diary, checking minutes of meetings on receipt to identify dates of future meetings, maintaining an awareness of dates of relevant conferences, etc. and organising appropriate cover for meetings in the case of senior staff absences. Understanding the requirements of the senior managers, and through this understanding, decide which scheduled events or meetings are most appropriate for allocation of the senior managers’ time
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 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-comm