Executive Assistant

Duties and responsibilities

• Provide administrative support to the Dean and the Director of Operations.
• Managing both electronic diaries, ensuring clashes are resolved in a timely manner, liaising with internal and external stakeholders, and factoring in global time zones where required. The DOO's diary is managed through the part-time Faculty Assistant role, with the Faculty EA having an overall responsibility that both diaries are managed to the required standard.
• Coordinating travel arrangements, including researching and booking travel/hotel/taxi options in advance, liaising with international partners, following correct protocol for claiming reimbursements, completing risk assessments using the appropriate templates and booking travel insurance.
• Providing administrative and operational support to the faculty leadership team, including coordinating large and complex internal and external meetings and producing documentation as required.
• Developing and maintaining excellent working partnerships with key stakeholders associated with the Dean and DOO both internally and externally.
• Drafting and producing correspondence, documentation and PowerPoint presentations to a high standard.
• Undertaking research on various issues as requested and presenting a summary of findings.
• Acting as the initial point of contact for general queries, signposting to appropriate support and referring matters on to relevant colleagues when required.
• Planning and coordinating the delivery of a cycle of events such as faculty town halls and Leaders' Forum meetings as directed. This includes liaising with guests, booking venues and catering, advertising the event, assisting facilitators on the day, reviewing feedback and implementing changes for future events.
• Organisation of the faculty Career Surgeries for Professional Services staff, liaising with advisors to arrange dates, maintain a list of sign-ups, obtaining relevant information in advance of the appointments, requesting feedback and collating data in relation to this.
• Providing high-level support for faculty-related committees and meetings i.e. arranging meetings, producing agendas, circulating papers, taking minutes, coordinating follow-up actions and maintaining action trackers).
• Supporting relevant school-level boards as directed, including arranging pre-meetings, creating agendas, taking minutes and maintaining an action tracker.
• Assisting with recruitment processes where the Dean, DOO or faculty Operations Manager are the hiring managers by organising interview panel dates, liaising with panel members and communicating with candidates.
• Completing EU timesheets on behalf of the Dean, ensuring compliance with specified guidelines to ensure accurate submission.
• Acting as purchase officer for the faculty office, including raising requests, processing internal transfers, processing and maintaining an overview of the office, DOO and Dean's purchase card expenditure ensuring all receipts are collated and filed.
• Undertaking general office management tasks, including managing office supplies and ordering new supplies as necessary.
• Establishing and maintaining a robust filing system that facilitates ease of access to appropriate information by members of the team for all faculty-level activities.
• Managing one-off tasks independently on behalf of the Dean and DOO as required.