We are seeking an immediately available Executive Assistant, to fulfil a key role, supporting the Executive Director of a leading Cambridge institution.

Quickly establishing effective and efficient ways of working with the Executive Director, you will be responsible for organising all aspects of their work including diary management, meeting co-ordination, domestic and international travel arrangements, administration and project support.

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.

This is a temporary role to start asap for approx. 5 months. Working hours are 36.5 per week, you will be required to work 3-4 days in the office and the remainder from home. You will need to show a willingness to work flexibly to meet the demands of the role

Key Responsibilities

Manage and co-ordinate the diary of the ED to ensure that time is well-ordered and prioritised, often resolving conflicts or complex timing issues
Receive requests for meetings from a wide range of individuals, organisations, government departments, media and members of staff. Assessing the availability and wishes of the ED to meet. Dealing with such requests with tact and diplomacy as required.
Regularly liaise with internal and external personnel in order to organise meetings and facilitate the sending and receiving of documents to and from affiliate offices.
Identify immediate daily priorities ensuring that the ED has the relevant papers for all their meetings and is properly briefed.
Organise a wide range of complex internal and external meetings both in Cambridge and elsewhere, prioritising attendees as necessary.
Deflect requests for meetings/requests for information to appropriate senior members of the office as required, following up on behalf of the ED to ensure that the requests have been properly dealt with.
As required, attend and coordinate regular management meetings, prepare agendas, take minutes, circulate an action list, de-brief attendees following meetings, identifying follow-up actions and who is to carry them out, following up progress.
Make housekeeping arrangements when necessary, including the provision of meals and working lunches.
Proactively assist the ED to prioritise and organise their workload, which requires a clear overview of the portfolios of the leadership team and a detailed understanding of how the organisation works.
Draw attention to matters requiring urgent action and prepare groundwork ready for response.
Undertake preliminary research using a wide range of information sources. Read papers from key meetings, prepare briefing notes and summarise headlines for the ED prepare/draft presentations, attend meetings, prepare agendas, take minutes, and identify and circulate actions.
Process expenses for the ED, raise purchase orders and invoices in line with financial procedures and regulations.
Prioritise incoming email, post and messages for action identifying as necessary appropriate staff to action on the ED’s behalf, maintaining an efficient follow-up bring-forward procedure in order to pursue matters which the ED has referred elsewhere, or needs to be reminded about.
Receive incoming calls, resolving matters where possible in a calm and professional manner, relay messages and convey information to the ED, make telephone calls on behalf of the ED.
Maintain a comprehensive filing system including data management systems for confidential files, committee papers and records, update and amend procedures and processes.
Proofread documents, word process letters, reports, memos, proposals, minutes and draft correspondence where possible on the ED’s behalf including those of a confidential or sensitive nature.
Manage all travel arrangements for UK and international trips as required.
Conduct research on destination, travel and transport options, accommodation and costings.
Book air travel, accommodation and transfers, ensuring safe greeting and ground transfer arrangements between airports and ultimate destination.
Source and book hotels/restaurant/car bookings on behalf of guests.
Clarify and deal with any visa requirements and/ or local customs for frequent and often complex overseas travel.
Plan complex itineraries for guests including arranging meetings with colleagues across Cambridge.

Key Skills and Experience

Educated to degree level or equivalent qualification or equivalent level of practical experience
Proven experience of operating at an executive level, supporting and assisting at Director level and above
First class organisational skills, ability to prioritise work throughout, monitor progress, judging when to chase progress as necessary
Excellent communication and interpersonal skills and confidence to enable them to deal with people at every level and to be able to delegate tasks effectively
Confident and proactive with the ability to work using own initiative and judgement and make decisions on behalf of ED when appropriate
Discretion and diplomacy in dealing with confidential information and sensitive issues and high-profile contacts
Experience of developing/reviewing administrative processes and systems
Highly competent in standard software packages, e.g. Word, Excel, PowerPoint and Outlook
Project management experience and coordinating multiple projects at the same time
High standards of accuracy and attention to detail
Excellent written communication skills to draft letters, briefing notes etc.
Strong team working skills and a willingness to assist others in their work
Ability to manage a heavy and demanding workload and work under pressure

To apply for the role of Executive Assistant, please send a copy of your CV in .docx