Senior Administrative Officer

6 days ago

Wallingford, Oxfordshire, United Kingdom UKCEH Full time

Key Responsibilities:



  • Maintain and monitor the Directors' Outlook calendars, booking virtual and in-person meetings and using initiative to plan and organize their time effectively.
  • Process delegated actions from meetings, liaise with the EA team and other relevant staff, produce deadline alerts, regularly review priorities to meet deadlines, proactively inform Directors of upcoming diary issues, and track and compile information on international activities.
  • Monitor Directors' emails and manage incoming phone calls, acting as a gatekeeper when necessary.
  • Book domestic and international accommodation and transport, liaise with travel suppliers as needed, support visa applications for staff, and assist with risk assessments where appropriate.
  • Manage correspondence by drafting letters and emails on behalf of the Directors or International Office, and proactively organize and file electronic and physical documents for easy retrieval.
  • Provide administrative assistance, including minute-taking for quarterly board meetings, arrange high-level board meetings with drafted agendas and follow-up actions, and maintain a thorough understanding of related boards and committees while liaising with their secretaries to build strong relationships.
  • Handle financial tasks such as processing expense claims and raising purchase orders.
  • Assist the wider EA team with tasks such as scheduling senior staff meetings, arranging travel, supporting VIP visits, preparing briefing documents, and collating and distributing board papers. Additionally, take on occasional responsibilities to support other departments, alongside daily duties like diary management and minute-taking.
  • Attend weekly meetings to share diary management updates, collaborate with EAs to ensure efficient handling of board-level meeting papers and arrangements, assist in organizing internal meetings and external stakeholder visits, and provide holiday cover for other EAs in the team.

Requirements:



  • Previous supported Directors within either a Personal Assistant, Executive Assistant capacity or similar experience.
  • Exceptionally well-organized with the ability to multitask and prioritize an ever-changing workload.
  • Excellent communication and interpersonal skills, with the confidence to interact with a range of stakeholders, including those on an international level.
  • Can work autonomously and has the ability to review and respond to changing priorities approaching tight deadlines.
  • Maintains a highly adaptable and flexible approach, willing to help and support other Executive Assistants where required.
  • Capable of working under pressure calmly and professionally, maintaining high levels of confidentiality.
  • Highly proficient in using MS Office, particularly Outlook, Word, Excel, PowerPoint, and Teams.

About UKCEH:


UKCEH is a leading independent, not-for-profit research institute committed to recruiting talented people like you, progressing your career, and giving you the support you need to thrive. We are the custodians of a wealth of environmental data, collected by UKCEH and its predecessors over the course of more than 60 years. Our science makes a real difference, enabling people and the environment to prosper, and enriching society. We are looking for someone who is willing to help and support other Executive Assistants where required.


Working at UKCEH:


We offer a range of benefits, including 27 days annual leave, rising to 29 days after five years, plus 3 days for our Christmas closure, 10% employer pension contribution, enhanced maternity and paternity leave, and 24-hour, 365-day access to support with physical, mental, social, health, or financial issues. We are a hybrid working environment, with 50/50 working arrangements.


How to Apply:


Unfortunately, we are unable to offer visa sponsorship for this position at this time. If you are interested in this role, please submit your application.

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