Main purpose of the job:
The Executive Assistant provides high level administrative support to the Institute Director. The Executive Assistant is part of the Director's Office, a team of 12 spread across policy, communications and research. Main tasks include coordinating the Director and team's diaries, general correspondence with a wide variety of stakeholders, organising domestic and international travel (booking/changing flights, car services, hotel and hospitality reservations) for the Director, and processing the Director's various expenses.
This post works closely with the Director's Chief of Staff to ensure that the Director's needs are anticipated, information is received, disseminated and acted upon in a timely and systematic manner, and the Director is adequately supported in all contexts.
This role requires interaction with many stakeholders within and external to UCL, ranging from students, academics, Heads of Government, philanthropists, editors-in-chief from various media outlets, CEOs, and public intellectuals.
The Director's Office is a fast-paced, outcomes-oriented environment. The post holder is expected to be adaptable, detail-oriented, organised and proactive. A professional attitude, strong stakeholder management skills and the ability to be tactful and assertive are essential. Excellent written and spoken English are essential.
Duties and responsibilities:
- Act as first point of contact for the Director and Director's team to a wide range of stakeholders from academia, government, media, private sector, and philanthropy.
- Collate and prioritise the wide range of enquiries and invitations received for the Director, in coordination with the Chief of Staff.
- Respond directly or prepare draft responses to written and verbal communications to internal and external stakeholders, in coordination with the wider Director's Office team and Chief of Staff.
- Organise meetings and ensure information and materials for meetings are available in a timely manner. Receive and greet visitors for in-person meetings, including supporting with meeting set up.
- Work closely with the Chief of Staff to coordinate the Director's busy diary including negotiating conflicting demands, responding to shifts in priorities, and ensuring a balance between meetings and other duties
- Coordinate the Director's extensive international travel arrangements, including creating travel itineraries involving multiple countries. Liaise with conference organisers and the UCL travel agent to book/change flights, hotels, local transportation services and hospitality bookings.
- Prepare and track the Director's expense claims and reimbursements, including reconciling the Director's corporate card and invoices. Supporting the wider Director's Office team on these matters also.
- Maintain filing systems in accordance with team-established practices, in close collaboration with the Chief of Staff.
- Develop a general awareness of the Institute's and Director's priorities and key stakeholders.
Experience and knowledge |
At least 5-7 years proven experience of providing effective PA or EA support to a busy and in-demand individual, including effective management of a complicated diary |
Proven experience of interacting directly with a wide range of stakeholders (e.g. academia, government, private sector, media, philanthropy) |
Proven experience of coordinating complex international travel plans |
Educated to A Level standard, or equivalent, or having acquired relevant working experience. |
Experience of handling large volumes of emails, invitations, requests and putting in place effective systems to manage this information. |
Experience of working in a change-making environment, engaging with and understanding the content of the work at hand. |
Experience of providing EA support at C-suite (or equivalent) level |
Skills and abilities |
A high level of literacy and an excellent standard of written and spoken English. |
Excellent interpersonal skills which enable the post holder to tactfully and assertively communicate with others, and to develop effective, professional working relationships across UCL and externally. |
Proven consistent ability to manage one's own workload through effective prioritising, time management and organisational skills. |
Computer literacy and familiarity with the Microsoft suite of software to an intermediate level in Word, Excel, Email, Outlook |
Guidant Global is acting as an Employment Business in relation to this vacancy.
