Executive Personal Assistant

3 weeks ago

London, Greater London, United Kingdom job switch ltd Full time
Overview

The purpose of this role is to deliver a thorough personal assistant and administrative support service to the Dean of School and other designated personnel, while collaborating effectively with fellow administrative and support staff within the School.

Key Responsibilities

The individual will manage all aspects of the Dean's correspondence, which includes:

  • Receiving, logging, sorting, redistributing, and responding to all correspondence as necessary.
  • Assisting the Dean in prioritizing actions and replies.
  • Distributing all outgoing correspondence efficiently.
  • Drafting standard letters and memos as required.
  • Facilitating effective communication and liaison at all levels, both within and outside the University, including national, international, and governmental entities.
  • Performing word processing and/or audio typing of various documents, including letters, reports, and presentation materials, utilizing appropriate software.
  • Arranging and servicing meetings, preparing agendas, taking minutes, distributing action sheets, and maintaining records to ensure follow-up on actions as needed.
Personal Organization Support

In addition, the role involves assisting the Dean with personal organization tasks, which include:

  • Managing and controlling diaries and time effectively.
  • Maintaining a central record of senior staff coverage within the Department.
  • Documenting sickness absences and annual leave for staff.
  • Coordinating travel and accommodation arrangements for the Dean and others as necessary.
  • Preparing files and documents in advance for meetings, committees, and interviews.
  • Assisting with the completion and processing of financial documents such as purchase orders and invoices.
  • Managing and prioritizing email correspondence.
Essential Knowledge, Skills, and Attributes

The ideal candidate will possess:

  • Significant recent experience in a personal assistant role or equivalent.
  • Proficiency with computerized systems and databases.
  • Confidence in using the Microsoft Office suite and electronic filing systems.
  • Experience in environments with high levels of customer interaction.
  • A range of GCSEs, including English Language and Maths at Grade C or above, or equivalent experiential learning.
  • A qualification in Word Processing/typing/IT or demonstrable equivalent experience.
  • Strong skills in presenting information professionally.
  • The ability to work effectively under pressure, prioritize tasks, and meet deadlines.
  • Research, organization, analysis, and presentation skills for both verbal and written communication.
  • Excellent organizational abilities.
  • Minuting skills.
  • Assertiveness, tact, and the ability to maintain confidentiality.
  • The capability to work independently and exercise judgment and initiative.
  • Flexibility in approach to work.
  • A commitment to the University's values of Common Sense, Compassion, Teamwork, Attention to Detail, and Trust.
Desirable Knowledge, Skills, and Attributes

Additional qualifications that would be beneficial include:

  • Experience in an educational environment.
  • 'A' level or equivalent qualifications.
  • Shorthand qualification.
  • Audio typing skills or a willingness to learn.
Job Type: Temp to perm
Pay: £12.00-£12.22 per hour
Schedule: Day shift
Experience Required: Executive Assistant: 3 years; Personal Assistant: 1 year; Administrative: 4 years
Work Location: In person
Reference ID: RQ

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