Purpose of the Post
The Executive Assistant to the Associate Deans of the Business School provides vital support in delivering the School's education strategy and directing a globally successful portfolio of programmes. This demanding role will assist the Associate Dean of Programmes in their work with the School's Careers Service, Edtech Lab, and the Programmes, Admissions, Recruitment and Marketing teams. Additionally the post holder will provide high level administrative and secretarial support to the Associate Dean of Undergraduate Programmes and Education Quality and other members of the Dean's Office team, as required.
The post holder will ensure that the diaries of the busy Associate Deans are managed effectively, whether they are working on campus or off-site, and will require high level administrative and time management skills in order to balance multiple tasks. They will be a proactive self-starter who has the ability to work independently and as a part of various teams, and must be able to establish excellent working relationships with internal and external stakeholders at all levels. Outstanding written and verbal communication skills and a good eye for detail will enable the Executive Assistant to produce documentation as required by the Associate Deans, particularly for top level committees and meetings. The ability to understand the Business School's structure and our key strategic initiatives will be essential.
1. Focus on all Executive Responsibilities
2. Provide secretarial and administrative support to the Manager of the Dean's Office, the Associate Dean of Programmes, the Associate Dean of Undergraduate Programmes and Education Quality, and other members of the Dean's Office as required.
3.Manage and control the diary for the Associate Deans, scheduling meetings and appointments as needed, including provision of agendas, papers and other supporting materials, arranging catering and meeting and greeting visitors.
4.Maintain a schedule of the Associate Deans' committees, working meetings and associated activities.
5.Prepare and format documents and PowerPoint slides, in line with the School's visual identity.
6.Organise travel and accommodation. Research and produce travel plans and itineraries where needed. Make appropriate travel checks including risk assessments, Foreign Office advice, insurance and health provisions such as vaccinations.
7.Coordinate key events, collaborating with the Dean's Office Events Manager. Manage VIP visits associated with the Dean's Office.
8.Review and improve core processes and systems, i.e. maintain the detailed handover folder, which includes general processes, contacts and manuals etc.
9.Regularly update the Associate Dean of Programmes responsibilities chart to reflect any team changes that may have occurred.
10.Prioritise, anticipate and make judgement about the urgency of issues/meetings/requests, rescheduling and reorganising as necessary and supporting inbox management.
11.Liaise and build relationships with staff and external organisations in the performance of the above duties, including the senior management teams within the School and College.
12.Provide project support to the Associate Deans, including drafting project timelines and managing project deadlines.
13.Support the Associate Deans role on external Boards and Committees as required.
14.Process expenses and make Purchase Orders on behalf of the Associate Deans.
15.Carry out desk and web research as required by the Associate Deans, collating and summarising results.
16.Work closely with, support and cross-cover for the EA to the Dean's Office, including for holidays and other absences.
17. Monitor and order equipment, stationery supplies and other consumables.
18. Act as a point of contact for the Business School and provide professional and responsive service to those who contact the Dean's Office. Answer telephone, email and any other queries relating to the Dean's Office using tact and efficiency, discreetly where required, and in a manner which ensures excellent reputation.
19. Prepare correspondence and documents (including proofreading, formatting and editing where appropriate) and keep an efficient and up-to-date filing system.
20.Process expense claims and raise purchase orders on behalf of the Dean's Office.
21.Maintain the Dean's Office and Professional Staff intranet pages.
22.Take responsibility for ordering and distributing books, journals, newspapers and other supplies for the office.
If this is the role for you, then apply today!
Only shortlisted candidates will be contacted.
Adecco is an equal opportunities provider
Adecco is acting as an Employment Business in relation to this vacancy. The Adecco Group UK & Ireland is an Equal Opportunities Employer.