Job Description

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Executive Assistant (Ref: 562/15)

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Job description

Job reference: 562/15

This is a fabulous opportunity for an experienced Executive Assistant to support a prestigious individual at a leading Cambridge institution.

As the Executive Assistant, you will be responsible for implementing and overseeing all administrative processes, procedures and projects, to ensure the efficient and effective management of time and workflow. You will manage a varied and complex workload, across a number of outputs including Executive Support, Research, Events, Communications, Financial Administration and Line Management. Managing the interface between Senior Management and its wider partners, the Executive Assistant must often deal with extremely sensitive information and prestigious visitors, including government ministers, international donors and royal visits.

The role also has line management responsibility for a number of supporting staff.

Key Responsibilities:

Executive Support

• Manage diaries, assess the availability and set up a wide range of complex internal and external meetings both in Cambridge and elsewhere (including regular international travel schedules), ensuring the appropriate paperwork is available and reviewed in advance, manage the schedule of meetings, plan and manage the overall working day to ensure an appropriate balance of meetings, and manage all meeting follow up activity
• As the Professor is often away from the office, the role holder takes many independent decisions on their behalf, in relation to diary, travel, meetings and communications and document deadlines
• The role holder has full management access to the Professor\'s email accounts and responds to and drafts emails on their behalf

Research

• Undertake preliminary research using a wide range of information sources. Read papers from committees and key meetings, prepare briefing notes and summarise headlines for the Professor, prepare/draft presentations for committees, attend meetings, prepare agendas, take minutes, circulate actions, identify follow-up actions
• The role holder is required to take minutes at National meetings and circulate within 24 hours as required
• Preparation of substantial paperwork for the Professor\'s annual appraisal

Events

• Manage large-scale events and visits by high profile figures to the Professor. These include royal visits and visits from government, often at very short notice, as well as international visitors. Manage the Professor\'s 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 all the communications on behalf of the Professor in liaison with other Senior personnel and the Press Office

Management

• Manage the day to day running of the office, including the staff and the budget. Create and implement new procedures/processes and systems, ensure that these are followed by staff, maintain and adapt filing systems, allocate and prioritise work for self and others, manage all induction activity and paperwork for new staff to the office
• Line management of the Senior Secretary in the office, including allocate work, explain new processes and procedures, monitor performance and progress, undertake formal staff reviews, identify and recommend necessary training, interview new applicants for the role
• Manage the use of office space, oversee and coordinate maintenance and refurbishments, management and maintenance of all electronic media, office equipment and furniture, maintain adequate supplies of stationery and other office consumables
• Manage administration projects identifying key tasks and timeframes to enable completion of projects within a specified time. Identify dates, key actions required, co-ordinate activity within the department, keep management up to date on progress of the project, identify key decision points

HR

• Support HR related activities including recruitment. Arrange advertising for assistant staff and academic related posts, draft adverts, arrange interviews, take up references, take part in the recruitment process as panel member, notify candidates of the outcome, induct and mentor new secretarial support staff as required

Financial Administration

• Provide financial administration. Process expenses for the office and visitors, manage funds (travel and seminar budgets), monitor expenditure against budgets, raise purchase orders and invoices in line with financial procedures and regulations

Projects

• Manage projects as required. Research, collate and present information, conduct searches, assemble and prepare information for inclusion in scientific articles, abstract, books and lectures, liaise with senior members to request input into projects, and set appropriate deadlines and follow up as necessary
• Manage the applications to the annual Award schemes
• Update systems and managing annual reporting for laboratory and research grants

Communications

• Manage communications with senior members both internally and externally. Liaise by letter, telephone, email, and in person with senior staff and academics. Arrange programmes for visitors, including researchers with a high international profile, funding bodies, donors and potential donors to arrange meetings and visits. This includes regular liaison with senior personnel and government ministers
• Responsible for defining the key communications aims, objectives and messages for the office and school. Design and implement communications strategies, in line with aims and objectives. Evaluate and review the strategy to adapt to changing research outputs and the wider environment
• Provide high level editorial support and contribute ideas for content development. Coordinate and supervise delivery of fresh, relevant, and regular content for the newsletter and website. Maintain a social media presence
• Work with others to prepare press releases. Develop and maintain links with external media contacts, to enhance the external profile and reputation. Offer advice to scientific staff to help generate opportunities for media exposure
• Coordinate the advertising and promotion of the school through seminars and other activities. Work with staff who are running conferences to provide advice and support on their promotion.

The successful candidate will be able to demonstrate:

• Educated to degree level/Level 6 vocational qualification or equivalent level of practical experience
• Previous Executive Assistant experience, supporting at Director level
• Demonstrate advanced knowledge of Executive Assistance involving a critical understanding of relevant theory and/or principles
• Experience of developing/reviewing administrative processes and systems
• Excellent planning and organisational skills
• Excellent communication and interpersonal skills, with the ability to build effective relationships with internal and external liaison
• Experience of communicating complex information to a diverse audience
• Excellent writing and editing skills
• Highly competent in standard software packages (Word, Excel, Access and Outlook)
• Ability to use Web Content Management Systems
• Experience of line management
• Experience of a broad range of communications disciplines (media, stakeholder liaison, newsletter)

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

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