Senior Executive Coordinator
4 weeks ago
Job Title: Executive Assistant to CEO and Provost
Job Type: Full-time
Location: In-person
Salary: £28,000 - £35,000 per annum
Job Purpose: We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the CEO and the Office of the Provost, including the Provost and Deputy Provost. This role involves managing diaries, coordinating meetings, facilitating travel arrangements, handling relationship management, and assisting in event coordination.
Main Responsibilities:
Support to the CEO and Office of the Provost
- Diary & Meeting Management: Effectively manage the diaries of the CEO, Provost, and Deputy Provost, ensuring adequate preparation for all engagements. Conduct regular diary meetings with the CEO and Provost to discuss upcoming engagements, invitations, and prioritize their schedules accordingly. Organize internal and external meetings, ensuring rooms are booked, technology is functioning, and refreshments are available.
- Travel Coordination: Arrange and coordinate travel schedules for the CEO, Provost, and Deputy Provost, optimizing time and cost efficiency. Manage their dairy and travel plans to our various campuses. Handle travel expense processing and reimbursement procedures.
- Preparation & Briefing: Prepare briefing notes and necessary documentation to ensure the CEO, Provost, and Deputy Provost are fully equipped for meetings and presentations. Collaborate with the Senior Leadership Team to gather relevant materials and ensure accurate and timely preparation. Perform ad-hoc desktop research to support meeting and presentation preparation.
Stakeholder and Relationship Management
- Internal & External Liaison: Build and maintain strong relationships with key internal and external stakeholders. Filter communications (e.g., phone calls, emails) for the CEO and Provost, directing or responding on their behalf where appropriate. 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 and prepare correspondence on behalf of the CEO, Provost, and Deputy Provost when required.
- Assist with ad-hoc projects and research: 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.
- General Office and Executive Support: Provide executive support to the Leadership Team on an as-needed basis, including assisting with capacity assessments and reprioritizing workloads.
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