23 Oct
Hays Specialist Recruitment
Great Britain
Your new companyMy client is a highly reputable university based in London - they are part of the Russell Group. They are looking for 2 Executive Assistants to 2 different Vice-Principles and are offering a hybrid model of 4 days on-site on their main university campus and 1 day working from home. This role is to support within the Office of the Principal, and they are looking for an immediate start. Your new roleBusiness, administrative and personal assistant support service to the Vice-Principal:
- Act as a first point of contact for all communication and personal contacts for the Vice-Principal (Research) and manage their shared mailbox. Manage responses to the Vice-Principal's incoming correspondence and telephone calls.
- 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
- 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 succeedPrevious experience working within Higher Education is a must.
Previous experience working as an Executive Assistant at Director or C-Suite level as a minimumExperience 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.What you need to do nowIf you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now. Due to the volume of applications, if you have not been contacted, please assume you have been unsuccessful.
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▶️ Executive Assistant to VP
🖊️ Hays Specialist Recruitment
📍 Great Britain