Executive Assistant to Vice Principal

1 month ago

London, Greater London, United Kingdom Hays Specialist Recruitment Limited Full time

Your new role as an Executive Assistant to the Vice Principal will provide you with a unique opportunity to work in a highly reputable university based in London, part of the Russell Group. This hybrid role offers 4 days on-site on the main university campus and 1 day working from home. You will be supporting the Office of the Principal and are expected to start immediately.

Key Responsibilities
  • Act as the first point of contact for all communication and personal contacts for the Vice Principal (Research) and manage their shared mailbox.
  • Manage the Vice Principal's diary, update according to changing priorities, liaise and negotiate with all relevant parties.
  • Organise meetings, book venues, arrange hospitality, transport and accommodation on behalf of the Vice Principal and be responsible for the distribution of the agenda and supporting papers as required.
  • Manage travel itineraries, book travel and accommodation.
  • Provide administrative/secretarial service for meetings as required, including preparing agenda papers, minute taking and following up actions as well as inviting and hosting external guests.
General Administration and Office Support
  • Support with the production of reports, business papers, spreadsheets, presentations and other documents.
  • Undertake financial administration (including procurement, raising purchase orders and processing expenses claims), ensuring compliance with the financial regulations.
  • Work as part of a small and integrated team to ensure the highest standards of operation in a busy environment under the direction of the Office Manager.
  • Take responsibility with other support staff for activities to enable the smooth running of the office. This may include: undertaking ad-hoc projects and tasks; processing invoices and other financial administrative duties; collecting post; providing reception cover; monitoring and maintaining adequate office supplies; covering for colleagues who are absent, sometimes at short notice; working collaboratively with the wider Office of the Principal staff, maintaining and sharing relevant knowledge with EA colleagues and the Office Manager as appropriate.

What you'll need to succeed

  • Previous experience working within Higher Education is a must.
  • Previous experience working as an Executive Assistant at Director or C-Suite level as a minimum.
  • Experience of diary and agenda management, and time-management.
  • Excellent interpersonal and communication skills, a keen attention to detail and organisational skills.
  • Experience managing and prioritising a varied workload, working well under pressure and a flexible attitude to work.
  • Able to travel on-site 4 days a week.

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