Administrative Coordinator
2 months ago
We are seeking a highly skilled and organized Executive Assistant to provide administrative support to the CEO and the Office of the Provost at the UK Management College.
Main Responsibilities
Support to the CEO and Office of the Provost
Our ideal candidate will have a proven track record of managing complex schedules, coordinating meetings, and preparing high-quality documentation.
- Diary & Meeting Management: Manage the diaries of the CEO, Provost, and Deputy Provost, ensuring adequate preparation for all engagements.
- Travel Coordination: Arrange and coordinate travel schedules for the CEO, Provost, and Deputy Provost, optimizing time and cost efficiency.
- Preparation & Briefing: Prepare briefing notes and necessary documentation to ensure the CEO, Provost, and Deputy Provost are fully equipped for meetings and presentations.
Stakeholder and Relationship Management
- Internal & External Liaison: Build and maintain strong relationships with key internal and external stakeholders.
- Filter Communications: Filter communications (e.g., phone calls, emails) for the CEO and Provost, directing or responding on their behalf where appropriate.
- Meet and Greet: Meet and greet visitors, ensuring a positive and professional experience.
Administrative and Project Support
- Documentation & Correspondence: Maintain accurate records, handle confidential information, and organize files for the CEO and Provost.
- Draft Correspondence: Draft and prepare correspondence on behalf of the CEO, Provost, and Deputy Provost when required.
- Ad-hoc Projects: Assist with ad-hoc projects and research, as assigned by the CEO or Provost, to support decision-making and project implementation.
- Event Coordination: Coordinate and manage executive meetings and staff events, including organizing venues, preparing materials, and ensuring smooth execution.
Person Specification:
We are looking for a highly organized and proactive individual with exceptional communication skills and a commitment to confidentiality.
- Strong Organizational Skills: Proven ability to manage complex schedules and prioritize tasks effectively.
- Excellent Communication: Exceptional verbal and written communication skills with the ability to produce high-quality written documentation.
- Discrete and Diplomatic: Discrete, diplomatic, and reliable with a commitment to confidentiality.
- Proactive and Self-Motivated: Proactive, self-motivated, and comfortable with autonomous workflow management.
- Strong Attention to Detail: Strong attention to detail and a commitment to achieving high-quality outcomes.
Knowledge and Experience:
We require a minimum of 3 years' experience as a Personal or Executive Assistant, with proficiency in Microsoft Office and standard administrative practices.
- IAAP Certified Administrative Professional: IAAP Certified Administrative Professional (CAP) or equivalent office management certification is preferred.
- Experience in Education: Experience working within a Senior Leadership Team, especially within an education setting, is highly advantageous.
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