Executive Assistant

To provide high-quality administrative and personal support. The role ensures the smooth organisation of
documentation, meeting preparation, and administrative processes to support operational priorities.

Key Accountabilities
a. Personal Assistant Support
* Anticipate requirements and take initiative in preparing documentation and briefing materials.
* Plan schedules in advance to ensure appropriate meeting and travel time is allowed.
* Manage the diary and coordinate internal and external appointments.
* Arrange meeting venues, refreshments, and AV equipment as required.
* Monitor email in box, triaging emails and phone calls, and ensuring timely handling of correspondence.
* Identify and escalate time-sensitive matters, redirect operational issues where appropriate, and
track follow-up actions.
* Collate and organise meeting papers, ensuring all relevant materials are prepared in advance.
* Coordinate travel, hospitality, and accommodation arrangements as needed.
* Maintain effective filing systems and monitor general correspondence.
* Assist with collation and printing of committee papers and support logistical arrangements for
meetings.
* Draft initial correspondence

b. Administrative Support
* Provide general administrative support to the department Office, including document collation
and communication follow-up.
* Liaise with College departments and other relevant parties to obtain and maintain documentation.
* Process routine expenses and invoices, reconcile expense claims, and prepare for approval.
* Support document control and version management for shared working files.
* Maintain checklists or templates to support recurring tasks and ensure consistency.
* Assist with coordination of internal projects or working groups where needed.

c. Records and Compliance
* Handle confidential files in line with College data protection policies.
* Maintain and update internal trackers.
* Support with archiving and document retention processes.
* Ensure all documentation is stored in accordance with GDPR and College policies.
d. Liaison
* Serve as a professional and courteous point of contact for the department office.
* Liaise with Fellows, staff, students, contractors, and other relevant parties.
* Respond to enquiries and redirect matters appropriately.

Person Specification
Essential
* Previous experience in a PA, EA, or senior administrative role
* Excellent organisational and time management skills, with the ability to manage multiple priorities
effectively in a busy and varied environment.
* Strong attention to detail, particularly in the preparation of documents, meeting materials, and written
communications.
* Clear and professional written and verbal communication skills, including the ability to draft emails and
correspondence
* A proactive, discreet, and dependable approach.
* Good judgement in triaging communications and escalating matters appropriately.
* Proficiency in Microsoft Office (Word, Outlook, Excel), and familiarity with digital document management
and version control.
* Ability to liaise confidently with a wide range of people, including senior academics, staff, students, and
external contacts.
* Self-starter
* Demonstrated discretion and reliability when handling confidential information.

Desirable
* Familiarity with committee or governance processes.
* Experience supporting facilities-related tasks.