Executive Assistant
SKILLS
FULL DESCRIPTION
The Role
*Are you an experienced Executive Assistant, looking to enhance your communication and prioritisation skills?*
The Research and Faculty Office (RFO) is responsible for providing HR, Research, Teaching and PhD support to the academic staff of [Employer hidden — view at passion-project.co.uk]. The Subject Areas consist of seven small teams led by the Deputy Director, RFO in close partnership with a senior faculty member in each Subject Area. Subject Areas provide key support such as: course administration, coordination of research events, processing expenses, managing casual workers, and providing administrative support to faculty and department.
The Executive Assistant role will provide operational support to the Managers of the Finance and Entrepreneurship Subject Areas in delivering their strategic plans as well as administrative of a team of ~ 6 faculty assistants each. This role will be required to collaborate with other School departments to ensure that a culture of continuous improvement is embedded.
*This role will be based on-site 4 days per week.*
Main Responsibilities
- Actively managing time, ensuring accurate diary and meeting management, ensuring clear sight of what the priorities are for the day, week, or month, and ensuring important conflicts are resolved
- Primary point of contract for internal and external visitors, organising department events, considering diary commitments
- Support a team of faculty assistants to ensure administrative services are delivered efficiently and professionally
- Work closely with the Subject Area Managers in the recruitment and onboarding of new faculty and PhD students
- Support for internal and external meetings, agenda preparation, building presentations, note taking, and sending follow up communications
- Oversee logistical arrangements including booking venues, ordering catering, and effectively managing departmental meetings, e.g away days
- Ensure expenses are processed in a timely manner adhering to School policy, and oversee accounts and budgets on behalf of the department
- Support recruitment campaigns, coordinating schedules, booking space and overseeing the allocated budget
- Coordinate New Starters’ onboarding and induction programmes, and complete School processes relating to School Leavers
- Liaise closely with external contacts such as suppliers, academic referees, and external advisers
Who we are looking for
- Previous PA experience
- Excellent IT skills including Word, Excel and PowerPoint
- Experience of databases, web editing, and leading process improvement
- Ideally experience in Higher Education
- Excellent attention to detail, and time management and organisational skills
- A self-motivated, dedicated team player, with a proactive approach, acting as a “go-to person”
- Ability to work independently, and use own initiative
- Able to build and establish a good rapport with stakeholders at all levels
- Demonstrate customer service orientation and a high-level of interpersonal and communication skills
- Strong research and analytical skills, and strong writing/editing and proof-reading skills