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Executive Assistant Job Description

Job Purpose-Executive Assistant Job Description

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The Executive Assistant to the Director will provide direct high level administrative support and information necessary for decision-making, monitoring and resolving issues and tracking multiple initiatives and/or projects to completion. They will ensure that the business team is well coordinated and activities completed in professional manner.

The ability to exercise sound judgment and the utmost discretion in carrying out responsibilities is vital, many activities will involve a high level of confidentiality. In addition they will act as an important communication link to and from the Board, and help ensure high quality support and liaison with colleagues and other internal customers and external stakeholders and collaborators. The role requires excellent personal organisation and flexibility as well as the ability to work to tight deadlines.

Key Responsibilities-Executive Assistant Job Description

Executive Support

1. Working closely with the Executive Director to ensure the effective deployment of their time and attention (including email and diary management and prioritisation, correspondence, arranging meetings, and assembling briefing and meeting papers in support of the Executive Director’s day-to-day work).

2. Maintaining an excellent overview of the current activities of the Executive Director and all areas of responsibility within their portfolio; including monitoring incoming correspondence, bringing key matters to the attention of the Executive Director, researching and drafting responses and responding directly on their behalf, ensuring deadlines are met, and following-up actions.

3. Acting as first point of contact for visitors to the Executive Director’s office, assisting with arrangements for the Executive Director’s meetings and screening demands on their time.

4. Organising and supporting internal and external meetings, including making room and refreshment bookings, preparing and circulating agendas and papers, recording minutes and following up on key action points as needed. This may include organising, servicing and minuting formal meetings, including committees and reviews meetings, as well as meetings for the leadership team.

5. Supporting the Executive Director with specific projects, departmental business planning and other activities related to their role alongside other heads of service as a member of the senior leadership team, including through the tracking and monitoring of actions and work plans.

6. Developing a detailed knowledge of the activities and main issues for the Executive Director and the wider research and innovation support services’ aims across other functional areas in order to effectively progress work and support the Executive Director.

7. Building and maintaining strong working relationships with the Executive Director’s counterparts (and their operations and executive support contacts) in other regional, national and overseas organisations.

8. Coordinating complex travel arrangements for the Executive Director (including booking flights and accommodation, obtaining visas, arranging insurance, and preparing detailed itineraries).

9. Managing ad-hoc requirements such as booking taxis, making restaurant reservations, and coordinating the hosting of overseas delegations and other visitors.

Administration & Finance Support

10. Providing support to the cross cutting operational and business management with responsibilities including but not limited to supporting recruitment, particularly for senior posts, on-boarding of new staff and other induction duties.

11. Undertaking general finance activities such as managing departmental expense claims, raising requisitions and processing purchase orders.

12. Running of whole team events including the quarterly all staff meetings and social activities as well as other local and section-wide events.

13. Maintaining the file of ‘delegated authority’ (authority delegated by the Executive Director) and ensuring that original records are forwarded to the Secretariat.

14. Managing, and improving as appropriate, the contact and mailing lists maintained on behalf of various groups.

Knowledge Skills Experience and Education-Executive Assistant Job Description

The successful candidate will be able to demonstrate:

1. Significant experience of working effectively as an executive assistant at senior level in a large, complex organisation.

2. High levels of professionalism, self-motivation, resilience and organisation and an ability to manage ambiguity and complex issues effectively while remaining calm under pressure.

3. High levels of discretion and tact in dealing with confidential or sensitive matters.

4. The ability to resolve problems and make executive decisions at the appropriate level, knowing when to pass something to the Executive Director or their senior team but otherwise acting independently.

5. Good judgement and initiative and the ability to quickly acquire the knowledge necessary to support the Executive Director; the ability to absorb substantial detail and keep track of a range of diverse activities and to make connections between them.

6. A high standard of numeracy and literacy and attention to detail with the ability to draft correspondence and reports, particularly for an executive-level audience.

7. A proven ability to develop good working relationships with colleagues, and senior business executives.

8. The ability to organise and prioritise own workload and meet deadlines effectively, including coping with unpredictable volumes of work and competing priorities, while producing accurate work

9. Be able to work effectively as part of a team and be able to liaise with colleagues where work interests overlap.

10. Excellent IT skills and proficient in the use of Excel, PowerPoint and other common applications. Working knowledge of Oracle Financials and SharePoint would be desirable.

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