Part Time Executive Assistant

Our client, a world renowned educational facility, is seeking a part time Executive Assistant to the Principal as a job-share with an existing colleague. The post-holders are responsible for providing efficient and effective comprehensive administrative and secretarial support to the Principal at the highest level, in a largely independent and self-managed capacity.

Major duties and responsibilities:

• Act as a first point of contact for email, telephone and postal enquiries.
• Resolve first-line enquiries where possible, ensuring that the Principal is aware of any urgent ongoing issues.
• Effectively manage incoming correspondence, including, as appropriate, directing such correspondence to other staff for action, and replying to a range of routine issues without reference to the Principal.
• As appropriate, monitor the Principal’s email inbox and deal with messages accordingly.
• Ensure that the Principal is briefed on his daily schedule and prepared effectively for meetings.
• Diary management.
• Ensure that files (paper and electronic) are maintained in an accurate and timely manner, in accordance with Data Protection and GDPR policies.
• Planning for the Principal’s role in regular events.
• Assist other College Officers and departments as required.
• Various administration tasks.
• Administer travel and accommodation arrangements, as necessary, both within the UK and internationally. Liaising with other departments for briefing materials prior to travel, and producing detailed travel itineraries where appropriate.
• Management of ad hoc projects as delegated from time to time by the Principal in line with the College’s Strategy.
• Proactively identify opportunities for improving efficiency, and implementing systems, processes, and ideas in consultation with the Principal.

The above is not an exhaustive list of duties.

Skills and Experience:

Essential

• Key requirements are Educated to degree level, or equivalent professional experience.
• Excellent organisational ability, with the ability to bring complex matters to conclusion.
• Excellent interpersonal and communication skills, including a confident telephone and email manner.
• Excellent administrative skills, including information handling, time management and systems development.
• Experience of working in a similar role, providing comprehensive administrative support to senior managers.
• Strong organisational and planning skills, with the ability to successfully manage conflicting deadlines, deliver projects on time and re-prioritise in a fast-paced environment.
• Experience of handling sensitive and confidential matters with discretion and initiative.
• Strong experience of taking accurate minutes.
• Excellent IT skills, with an advanced knowledge of MS Outlook and Word, and an intermediate knowledge of MS Excel and PowerPoint.
• Excellent attention to detail and high levels of accuracy.
• Self-motivated, with a flexible approach to tasks and workload, and willing to work cooperatively.

Desirable

Experience of working in a Higher Education environment, would be an advantage.

Days required in the office would be Thursday and Friday with a half day on a Wednesday, (15-18.75 hours per week) working hours on these days can be flexed if needed with a later or earlier start/finish time to suit. Some hybrid working may be available during the holidays.

In return our client offers a competitive salary, enhanced holiday and additional benefits. A parking space may also be available.