Executive Assistant And Project Support Officer - Executive Office - 100237 - Grade 6

Executive Assistant And Project Support Officer

This is an exciting opportunity to join the Executive Office, playing a critical role in supporting the work of the leadership of the University. We are currently recruiting to an Executive Assistant and Project Support Officer post to provide exemplary professional administrative and project support to members of the University's senior management team.

The Executive Office is part of the wider Executive Support Division that is led by the Chief of Staff and includes four other teams: Strategic Planning, Strategic Change, and Governance Support and Legal Services – this post may support the work of all of these teams. The Executive Office provides support to the University's senior leadership team through dedicated EA, PA and office support, provision of secretarial support to committees and groups, as well as through ownership and co-ordination of University-wide initiatives and projects, preparation of speeches and briefings, and organisation of institutional events.

This is a busy, dynamic, and challenging post working at the heart of the University. We are looking for a highly motivated individual with a "can-do" attitude and outstanding interpersonal and organisational skills. In exchange, the right candidate will join over 8,000 staff at the University, with opportunities to join staff networks such as the Rainbow Network, Parents and Carers' Network, Women's Network, Race Equality Network, and Enabling Staff Network. They will benefit from good holidays and a pension scheme, flexibility – the post-holder will work to a pattern of four days from campus – and lots of opportunities for learning and development.

As Executive Assistant you will provide high-quality and timely administrative and organisational support through a broad range of duties including complex email and diary management, organising meetings and events, undertaking complex travel arrangements, liaising with a range of internal and external stakeholders, and leading and supporting projects. You will also compile reports, papers, briefings and analyse management information for a range of internal and external audiences.

You will use your excellent organisational skills and attention to detail to ensure the colleagues you support are well prepared; your outstanding communication skills to represent the senior team; and you will enjoy navigating a large complex organisation in order to get things done.

You will support University-wide initiatives and projects that will be defined on a continuing basis and may include priorities such as sustainability, change initiatives, staff engagement, development and talent management, and student engagement. You will arrange and support high profile events (visits, conferences etc.) when needed, liaising effectively with a range of departments within the University and externally. You will use your excellent communication skills to build a network of contacts to support this work.

Main duties include: effective management of the inbox and a complex and challenging diary for University business and business related to the senior team's roles in other external organisations, with an ability to prioritise and plan the diary at least 12 months' in advance. Dealing with a wide range of enquiries independently, exercising good judgement when acting as the interface between the senior team and senior figures within the University and externally.

Proactive preparation and collation of meeting-related papers and the production of documents, presentations, and briefings in relation to the work undertaken by the senior team, including undertaking desk research and sourcing information from internal and external stakeholders. Planning and arranging complex UK and overseas travel, ensuring the best use of time and taking into account budgetary constraints.

Planning and arranging events, and organising high profile visits by senior external stakeholders, requiring close liaison with a range of departments. Provision of high-quality committee support where necessary, taking minutes and ensuring that any action points are followed up in a timely manner. Monitoring and processing financial information in accordance with the University's policies.

Supporting the delivery of projects from project initiation through to implementation and evaluation, ensuring that projects are supporting the University's Strategic Framework and delivering measurable benefits and improvements. Monitoring and coordinating progress through the development and maintenance of project and communication plans.

Responsibility for planning, organising, and running events, including those run virtually, in-person and in a hybrid fashion, and leading initiatives as directed by the senior team. Leading on communications for major projects, which will require close working with stakeholders across the University, and a clear and engaging writing style.

Maintaining oversight of a calendar of events and taking responsibility for assessing their effectiveness. Provide administrative support, including raising requisitions and purchase orders, organising meetings and workshops which may include delegates from across the University, maintaining records of spend against budget. Maintaining the webpages owned by the Executive Office, taking a proactive approach to ensure they are accurate and up-to-date.

As a member of the Executive Office, you will: contribute proactively, including active participation at team meetings and events and covering for others where necessary, promoting and adhering to the values of the University. Work flexibly to provide support to cross-Divisional and University initiatives. Promote equality and value diversity, acting as a role model, and fostering an inclusive work culture. The postholder is required to be flexible in developing their role and will from time to time be required to undertake any other duties commensurate with the grading of the post.