Executive Assistant

  • £15.53ph
  • Location: Cambridge
  • Job Type: Temporary
  • Date posted: 26/05/22
Sarah Flack

Hi I'm Sarah,
I manage this role

Client Services Director

Please get in touch if you would like to discuss this role

Job description

We are seeking an immediately available Executive Assistant, to fulfil a key role, supporting the Director of this world-leading research institute.

Quickly establishing effective and efficient ways of working with the Director, you will be responsible for organising all aspects of their work including diary management, meeting co-ordination, financial administration, recruitment, events and project support. You will also prepare material for meetings, undertake correspondence and act as secretary to key meetings, producing reports for a varied audience.

Applicants will need to be able to demonstrate excellent communication and interpersonal skills, attention to detail, and a “can do” attitude. The work environment is busy and fast paced, so you will need to show strong organisational capabilities and the ability to prioritise your workload to meet deadlines. A competent user of MS office, experience of Mac Operating systems would be advantageous.

This is a temporary role to start asap until at least September (possible extension). Ideally full-time, however our client will consider a 4 day working week. Office based is preferred however again, our client will consider hybrid working.

Key Responsibilities 

  • Provide an executive support service to the Director. Manage diaries, assess the availability, and wishes of Director. Set up a wide range of complex internal and external meetings, manage the schedule of meetings and plan the Director’s overall working day to ensure an appropriate balance of meetings and follow up activity. Liaise with Admin and Operations Manager regarding core business
  • Read and act on mail and e-mails received. Prioritise actions to be taken, reply without intervention when able. Draft responses and organise papers for signature. Draw attention to matters that require urgent action and prepare the groundwork ready for response; liaise with staff for appropriate action in the event of the manager’s absence
  • Prepare/draft presentations for committees, attend meetings, prepare agendas, take minutes, circulate actions, identify follow-up actions. Undertake preliminary research using a wide range of information sources, prepare briefing notes and summarise headlines for the Director. Read agendas and papers for, and from, meetings and committees, ensure all relevant documents and files are available, maintain filing system, including confidential files, committee papers and records to enable easy access and retrieval of documents
  • Act with discretion and maintain confidentiality in all business activities
  • Facilitate contact with, and between, senior management. Liaise with internal personnel, as a representative of the office of the Director, obtaining/providing information, organising meetings etc.
  • Maintain information flow within the department and the wider community, acting as liaison with internal and external stakeholders. Take responsibility for office administration. Co-ordinate administrative processes, liaise closely with staff at all levels to ensure that the work of the Director’s office is in line with work undertaken in other parts of the Institute. Maintain a comprehensive filing system including, data management systems for confidential files, committee papers and records, update and amend procedures and processes
  • Undertake financial administration, including monitoring expenditure against budgets, producing grant costings, administering procurement processes, collating information within the group, checking and recording expense claims and credit card payments
  • In collaboration with other support personnel, organise events including retreats, meetings, publicity events, visits from sponsors, management committee meetings and gatherings. Provide administrative support including the preparation of documents, respond to enquiries, make travel and other arrangements, draft agendas, take minutes, arrange tours/schedules, etc
  • Provide administrative support for recruitment. Place adverts, request references, arrange interview dates, liaise with HR on new appointments. Maintain an administrative overview of arrangements with respect to probation, promotion, mentoring and career development meetings, with a comprehensive system for recording the meetings. Flag any issues in a timely manner, in conjunction with the Institute HR team
  • Manage large-scale events and visits by high profile figures visiting the Director. Manage travel arrangements and itineraries within Cambridge, the UK and overseas, clarify visa requirements, book air travel, liaise closely with conference/seminar organisers at destination and ensure personal preferences are incorporated where possible
  • Manage projects as required. Research, collate and present information, conduct searches for the Director, assemble and prepare information for inclusion in reports. Liaise with senior members of staff, to request input into projects for the Director and set appropriate deadlines and follow up as necessary
  • Manage communications via letter, telephone, email, virtual media, and in person with senior staff, as well as senior internal and external academics. Arrange programmes for visitors to the Institute, including researchers with a high international profile, funding bodies, donors, and potential donors

Key Skills and Experience

  • Educated to degree level/Level 6 vocational qualification or equivalent level of practical experience
  • Proven track record of relevant PA, secretarial and administrative experience at a senior level
  • Experience of developing and reviewing administrative processes and systems
  • Familiarity with Macintosh computers/database applications/spreadsheets
  • Ability to work well under pressure and produce communications and reports for a varied audience
  • Excellent interpersonal/communication skills – both written and verbal
  • Ability to use own initiative and judgement, dealing with tight deadlines
  • Ability to work in a focused role and integrate with other members of various teams
  • Tact, diplomacy and a balanced approach to individuals, groups and situations

To Apply
Please send a covering letter together with a copy of your CV in MS Word

Next steps

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