Executive Assistant

About the Role
We are seeking a highly organised and proactive Executive Assistant to provide comprehensive support to senior faculty members within the School. This is a dynamic and varied role requiring exceptional attention to detail, discretion, and the ability to manage competing priorities in a fast-paced academic environment.

You will act as a key point of contact and ambassador for the School, engaging with internal and external stakeholders, including high-profile and VIP guests. The role offers the opportunity to contribute to high-level academic events, international travel coordination, and strategic administrative support.

Key Responsibilities

• Present a professional and engaging manner in all communications, representing senior faculty members and the School.
• Manage complex diaries, ensuring accurate scheduling, prioritisation, and coordination of meetings and commitments.
• Organise and support events such as conferences, workshops, and seminars, including those involving senior stakeholders and VIP guests.
• Coordinate meeting logistics, including catering, venue sourcing, and hybrid/virtual arrangements.
• Prepare agendas, papers, minutes, and briefing notes; organise and minute meetings where required.
• Provide follow-up support after meetings, tracking actions and coordinating next steps.
• Handle confidential information with the utmost discretion and professionalism.
• Draft correspondence, conduct research, and respond to enquiries on behalf of senior faculty members.
• Maintain and improve record-keeping and filing systems.
• Provide administrative support on financial matters, including expense claims and small research budgets.
• Arrange complex UK and international travel, including visas, accommodation, itineraries, and travel documentation.
• Support wider School projects and initiatives during quieter periods.
• Assist with ad hoc administrative tasks and provide occasional cover within the office.

About You
We are looking for a candidate who is adaptable, resourceful, and thrives in a collaborative environment. You will bring strong organisational skills and the confidence to manage multiple priorities effectively.

Essential Criteria

• Proven experience in diary management for senior stakeholders.
• Experience drafting detailed itineraries.
• Experience booking flights and accommodation.
• Knowledge of visa application processes and international travel coordination.