Executive Administrator

3 weeks ago

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


To deliver a thorough personal assistant and administrative support service to the Dean of School and other designated individuals, while collaborating effectively with fellow administrative and support personnel within the School.

Key Responsibilities

Manage all aspects of the Dean's correspondence:

  • Receive, log, categorize, redistribute, and respond to all correspondence as necessary.
  • Assist the Dean in prioritizing actions and replies.
  • Oversee the distribution of outgoing correspondence.
  • Draft standard letters and memos as needed.
  • Facilitate effective communication and liaison at all levels, both within and outside the University, including national, international, and governmental entities.
  • Perform word processing and/or audio typing of letters, reports, notes, minutes, presentation materials, and statistical data using suitable software.
  • Organize and manage meetings, prepare agendas, take minutes, distribute action sheets, maintain records, and verify actions taken as required for the School.

Provide assistance to the Dean through personal organization:

  • Maintain and manage diaries and time schedules.
  • Keep a central record of senior staff availability within the Department.
  • Document sickness absences and annual leave for staff.
  • Coordinate travel and accommodation arrangements for the Dean and others as necessary.
  • Prepare files and documentation in advance for meetings, committees, interviews, etc.
  • Assist with the completion and processing of financial documents such as purchase orders, invoices, and claim forms.
  • Manage and prioritize email correspondence effectively.
Essential Knowledge, Skills, and Attributes

  • Significant recent experience as a Personal Assistant or in a similar role.
  • Proficient in computerized systems and databases.
  • Confident in using the Microsoft Office suite, electronic diary, and filing systems.
  • Experience in environments with a high level of customer interaction.
  • A range of GCSEs, including English Language and Maths at Grade C or above, or equivalent experiential learning.
  • Word Processing/typing/IT qualification or demonstrable equivalent experience.
  • Skilled in presenting information professionally.
  • Able to work consistently under pressure, prioritize tasks, and meet deadlines.
  • Capable of researching, organizing, analyzing, and presenting information both verbally and in reports.
  • Effective communication skills with staff, students, and external agencies in person, in writing, and on the phone.
  • Excellent organizational abilities.
  • Minuting skills.
  • Ability to be assertive, tactful, and maintain confidentiality.
  • Ability to work independently and exercise judgment and initiative.
  • Ability to work collaboratively as part of a team.
  • A flexible approach to work.
  • Commitment to the University's Values of Common Sense, Compassion, Teamwork, Attention to Detail, and Trust.
Desirable Knowledge, Skills, and Attributes

  • Experience in an educational environment.
  • 'A' level or equivalent qualifications.
  • Shorthand qualification.
  • Audio typing skills or willingness to learn.
Job Type:
Temporary to permanent

Pay:
£12.00-£12.22 per hour

Schedule:
Day shift

Experience Required:
Executive Assistant: 3 years (required)
Personal Assistant: 1 year (required)
Administrative: 4 years (required)

Work Location:
In person

Reference ID:
RQ

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