Executive Assistant

  • Location
    City Of London, Greater London
  • Salary
    £16.74/Hour
  • Category
    Education & Childcare - Higher Education
  • Job type
    Temporary
  • Industry
    Office and Secretarial
  • External Reference
    JN-032020-124184











We are recruiting for a temporary Executive Assistant to work within our Higher Education client based in Central London. This role is currently for 3 to 6 months and is paying £16.74 per hour.


Duties and Responsibilities



Service Delivery


� To pro-actively manage the Director's diary, providing high-level coordination of their professional agenda and commitments through prioritising competing demands on time in line with current and longer term priorities as well as advance planning and scheduling to ensure deadlines are met.


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


� To plan and manage complex international travel itineraries across time zones, including booking travel and accommodation, arranging visa and travel documentation, processing reimbursements of travel costs.


� To develop, 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.


� At the request of the Director:


o To draft email and other written correspondence


o To contribute to the development of presentations


o To carry out research and projects to complement the workload of the Directors


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


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


� To follow Data Protection legislation at all times whilst liaising with departments and those external to the School.


� To undertake any other duties at the request of the Director.



Communications and Relationship Management


� 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 develop strong working relationships with a wide range of internal and external contacts to ensure a free and timely flow of information and communicating between the Director, their team, staff and other stakeholders.


� To circulate relevant information/announcements to Institute staff.


� To advise the Director on internal School administrative processes and procedures ensuring 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 provide general administrative support e.g. ordering stationary, processing invoices and payment requests, expense monitoring and tracking, arranging meetings and booking rooms, supporting administration related to team events and travel.


� 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.


� To maintain an awareness of key projects, tasks and events across all teams to assist with planning and administration.


� To show initiative, flexibility and creativity in solving problems within own area of responsibility when they arise.



Teamwork and Motivation:


� To work collaboratively and effectively to shared goals with other members of the team, as well as other staff from across the School.


� To be an active member of different project and departmental teams across stakeholders, understanding the common goal of each team and bearing joint responsibility for ensuring each team's objectives are achieved.


� To understand co-workers' roles and pressures and offer support, advice and assistance when possible.


� To foster a collegial atmosphere between colleagues at all levels and in all staff.



Flexibility:


� To anticipate problems that may arise and prepare for them.



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