EA / Office Admin

  • Location
    London, Greater London
  • Salary
  • Category
    Education & Childcare - Education Administration
  • Job type
  • Industry
    Office and Secretarial
  • External Reference

We have a new temporary position to work with a very well known University based in Central London. This role is currently for 2 months and is paying £16.74 per hour.

The Executive Assistant / Office Administrator will provide pro-active administrative support to the III Director, coordinating their professional agenda and liaising with internal and external individuals and organisations to maximise the effectiveness of the Director's workload. The role also involves working closely with the Institute's administrative teams, providing general administrative support. The ideal candidate will have proven excellence in organisation and administration and good communications skills.

Executive Assistant responsibilities:

  • To manage the Director's diary.

  • To act as a first point of contact for Directors, fielding meeting requests and general enquiries, manage and filter postal and electronic mail, responding as appropriate.

  • To plan and manage international travel itineraries, including booking travel and accommodation, arranging visa and travel documentation, processing reimbursements of travel costs.

  • To manage and maintain appropriate filing systems for the Director's documents, correspondence, emails and electronic files.

  • To manage financial processes on behalf of the Director in accordance with the School's financial regulations

  • To draft email and other written correspondence

  • To draft briefings/materials with relevant colleagues for meetings, travel and public engagements

  • To plan and organise regular and ad-hoc meetings for the Director, including booking rooms, organising refreshments, setting up conference calls, minute taking

  • To follow Data Protection legislation whilst liaising with departments and those external to the School.

  • To undertake any other duties at the request of the Directors.

  • To ensure a high level of service is provided to all visitors to the Institute, ensuring all arrangements for visits/meeting are made i.e.: meeting and greeting, providing refreshments.

  • To respond flexibly and pro-actively to requests for information or assistance from internal and external stakeholders, referring them to relevant colleagues or answering on the post-holder's own initiative where appropriate.

  • To circulate relevant information/announcements to Institute staff.

  • To ensure that the Director is prepared for meetings and other activities requiring their attention.

  • To maintain confidentiality and a high level of discretion at all times.

General administration:

  • To contribute to the effective and efficient operation of the Institute, working closely with colleagues in the administrative team and providing cover in the absence of colleagues.

  • processing invoices and payment requests, (experience of working in OneFinance highly desirable)

  • expense monitoring and tracking

  • arranging meetings and booking rooms and catering

  • supporting administration related to team events and travel

  • supporting the III Manager with maintaining the Institute office space including of communal areas, ordering stationary and consumables, distributing post, estates matters, allocation and renewal of keys, updating notice boards

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser https://www.adecco.co.uk/candidate-privacy

Please apply with your CV to: Louise corke