Summary of job
Provide full administrative and secretarial support at a senior level to the Director to ensure the
smooth management of his day to day affairs, and most effective use of his time. Handle
sensitive and complex issues in a professional and objective manner. Take initiative as
appropriate especially in the Director’s absence.

Main responsibilities
Manage Director’s diary, assessing priority of appointments and reallocation as necessary
Manage Director’s travel arrangements (including visas/accommodation).
Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
Maintain Director’s office systems, including data management and filing.
Maintain records of Director’s contacts.
Screen calls, inquiries and requests, and deal with them when appropriate.
Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
Produce documents, briefing papers, reports and presentations for the Director.
Organise meetings and ensure that Director is well prepared for them, preparing agendas, pre-meeting briefings and meeting papers.Manage arrangements for Trustees’ and Sub-Committee meetings, including
production/distribution of agenda and papers.
Meet and greet visitors at all levels of seniority.
Supervise all incoming/outgoing mail.
Any other duties as may reasonably be required by the Director.

Person specification
A Bachelors degree preferably in marketing or its equivalent.

1-2 years experience as Executive Assistant at senior management level.
Experience of electronic diary management.
Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the University.
Ability to organize and plan own work.
Excellent attention to detail, with the ability to maintain a high level of accuracy.
A flexible, pro-active approach to work including the ability to prioritize.
Ability to work on own initiative.
Ability to deal with sensitive information with discretion and to maintain confidentiality.
Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.

All interested individuals should submit their CVs and Applications to no later than Friday 6th October 2023. If you have not been contacted by the 27th of October 2023, please consider your application unsuccessful.

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