Summary of job (Female Candidate Only)
Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of her day to day affairs, and most effective use of her 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 electronic 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, enquiries 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 those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers.
• Assist/support Director, Development Manager & Communications Manager in arranging funding partner and other events.
• Meet and greet visitors at all levels of seniority.
• Supervise all Trust incoming/outgoing mail.
• Any other duties as may reasonably be required by the Director.
External relationships
• Director’s contacts.
• Trustees.
• Trust funding partners.
• Central University personnel.
• College and Departmental officers and staff.
• Conference facility, catering and accommodation personnel. Person specification
• Educated to degree level or equivalent.
• Experienced Personal Assistant at senior management level.
• Experience of electronic diary management.
• Experience of working in a Higher Education Environment.
• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the University.
• Ability to organise 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 prioritise and re-prioritise.
• 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.
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