Executive Assistant to the Director - £19.44ph plus hol pay – Central London

  • Job Reference: 00000437-1
  • Date Posted: 13 May 2022
  • Recruiter: Gray & Associates
  • Location: London
  • Salary: £19.44 Per Hour
  • Sector: Higher Education & Charity
  • Job Type: Temporary
  • Contact: Leanne Sangster
  • Email: Leanne@grayagency.com

Job Description

Executive Assistant to the Director - £19.44ph plus hol pay – Central London

Immediate start for two months initially, possible extension

 

We are recruiting for a highly experienced Executive Assistant to provide administrative support to a Director. This role is to cover sick leave, so there is a potential this may extend, depending on the return of the permanent EA. You MUST be available to start immediately.

 

THE ROLE

The post holder is responsible for providing high quality support to the Director, while working closely with the Strategic Adviser to the Director. The post holder must be highly experienced in executive support, including the ability to effectively manage complex itinerary in multiple global locations.

  • Manage diaries and exercise judgment in arranging meetings on behalf of the Director in order to ensure that urgent and important matters are prioritised.
  • Deal with highly confidential issues, recognising the sensitivity and possible reputational implications of such matters and ensuring appropriate liaison with managers and other internal and external colleagues.
  • Ensure that the Director is fully prepared and briefed for meetings and travel, reviewing background information and producing drafts of documents and/or briefing papers.
  • Manage internal and external contacts for the Director including drafting correspondence, processing incoming mail and e-mails, highlighting urgent and important items, and drafting replies or replying directly when required.
  • Demonstrate strong written and verbal communications on a daily basis, by writing reports, papers, briefings, articles and other documentation and presenting these as and when required.
  • To assist the Director and senior leaders in the co-ordination and management of key institutional level visits, including making logistical arrangements.
  • To manage the filing system of correspondence and other papers as well as reviewing existing files and organising long-term storage as required.
  • To provide support for the Director‘s meetings, including collating and distributing papers, drafting minutes, following up and tracking actions.
  • Organise and process financial arrangements including payment and reimbursement of funds on behalf of the Director.
  • To make arrangements for the frequent travel by the Director, including all logistical and substantive aspects, including visas, flights, hotels and transfers.

 

PERSON SPECIFICATION

  • Proven and extensive experience of supporting a senior executive, including experience of organising and streamlining the workload and timetable of a busy senior professional.
  • Experience of diary management and effective prioritisation techniques.
  • Experience of servicing committee and meetings including agenda management and managing confidential information, displaying a high level of diplomacy, exercising discretion in all duties.
  • Extensive experience of organising complex overseas travel programmes.
  • The ability to provide pro-active, dynamic, and timely support whilst demonstrating the ability to meet tight deadlines and working with attention to detail and accuracy at all times.
  • Excellent organisational skills and the ability to co-ordinate, plan and multiple priorities, while maintaining a high level of accuracy and attention to detail, and delivering within agreed timescales and targets.
  • Excellent written English and good presentation skills, with a proven ability to draft and proof-read documentation, including correspondence and briefing documents.
  • Efficient record keeping and records management.
  • Good oral communication skills, including confident presentation during meetings and the ability to communicate clearly with visitors from all parts of the world.

 

Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.