Product Features
Blog
Contact Us
Sign In
Gray & Associates Recruitment Services
,
London, Greater London
Executive Assistant - £18.90ph plus Hol Pay - Central London
|
|
Contract Type: Contract |
|---|---|
|
|
Salary: £18.9 per hour |
Overview
Executive Assistant - £18.90ph plus Hol Pay - Central London Start ASAP for Six months initially, possible temp to perm opportunity MAIN PURPOSE OF THE JOB The role provides dedicated high-level executive and administrative support to the Director and a number of the Leadership Team Directors, to enable the strategic and operational aspects of the Department to flourish. An excellent eye for detail, superb organisation skills and the ability to communicate promptly and effectively are essential. The role is a pivotal post within the Department, working closely with the Leadership Team and provides an exciting opportunity for the right applicant to develop a career in an executive support role and gain experience in university management and leadership. The incumbent is responsible for email and diary management, assisting in managing the budget, the recruitment and onboarding process for new staff and all finance and HR processing across the Department, ensuring that all work is produced to an exceptional standard and to deadline. This role manages a varied and demanding workload and the incumbent must communicate effectively and build relationships with people at different levels across the organisation and with a professional attitude, flexibility, initiative, willingness to help and a commitment to personal development. DUTIES AND RESPONSIBILITIES Act as the first point of contact for the Director, taking the initiative in either responding directly, or preparing draft responses to written and verbal communications. Manage the Director’s inbox and calendar, scheduling meetings for a range of internal and external stakeholders and responding to a range of enquiries. Manage the calendars of the Director, HR Services and Director, Finance Services. Draft reports, presentations, communications and other comms as requested by the Director. Arrange all travel requirements and any expense reimburesments for the Leadership Team. Service committees and working groups by organising meetings, preparing agendas and papers, taking minutes and following up on action items. Process financial matters, including raising purchase orders, IDTs, stationery orders and expenses claims. Support the HR process for recruitment and on-barding of new staff within the Department. Assist the Director with all aspects relating to the Department’s internal governance structure and associated duties. Arrange and organise mid-year and end of year performance reviews and probation meetings. Plan and co-ordinate training and activites as required. Arrange all activites including conferences, social committee meetings, team events and off-site meetings as discussed with the Director. Manage the intranet site. Manage the day-to-day running of the Department. Manage and/ or assist with any project work or tasks as requested by the Director. PERSON SPECIFICATION Extensive relevant experience supporting a Director or Senior Manager, or equivalent competence gained through a combination of education, training and executive-level administrative experience. Drafting and proof-reading emails, letters, papers and reports to a high standard. Demonstrated experience working on confidential and sensitive matters, with proven ability to apply knowledge and experience to resolve complex administrative matters, with discretion, tact and sound judgment. Servicing high-level committees, working groups and similar including meeting preparation as well as minute taking. Superior time management and organisational skills, including proven ability to establish priorities, manage multiple tasks and meet deadlines with minimal supervision. Demonstrable experience of designing, implementing and maintaining effective office systems and procedures and reviewing those to meeting changing needs. Experience of successfully monitoring financial accounts. Excellent interpersonal, written and verbal communication skills including the ability to communicate with and influence diverse internal and external stakeholders across all levels. Demonstrated ability to apply, interpret, advise on and develop protocols, procedures, guidelines and administrative systems. Strong analytical and organisational skills with a solution-led approach and meticulous attention to detail. Proactive approach with the ability to manage tasks independently and make decisions, knowing when to refer to others. Strong computer skills in particular, the Microsoft Suite, Visio, relevant databases and financial software programs, as well as web maintenance/ intranet software. Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest. Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.