Executive Assistant to The Provost - Twickenham, United Kingdom - St Mary's University

St Mary's University
St Mary's University
Verified Company
Twickenham, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
We are seeking a highly organized and proactive individual to join our team as an Executive Assistant to Provost.


In this role, you will provide exceptional administrative support to the Provost, ensuring the smooth operation of the office and maintaining a high level of customer service for internal and external stakeholders.


Responsibilities:


  • Efficiently manage the diaries, demonstrating initiative in making informed decisions and anticipating their needs.
  • Plan ahead and ensure timely and comprehensive provision of briefing notes and papers.
  • Support initiatives and projects within the Provost's remits, including creating action plans, producing documents, and following up on responses to meet key milestones.
  • Provide confidential administrative support on a daytoday basis, including handling correspondence, managing queries, arranging meetings, organizing room bookings and catering, and maintaining filing systems.
  • Assist with event bookings, travel arrangements, and drafting presentations and documents as required.
  • Handle financial matters such as raising purchase orders, maintaining budget overviews, and processing expenses.
  • Act as the Committee secretary for various meetings, including the Capital Delivery Board, Statement of Expectations Group, and Safeguarding group, by producing agendas, papers, and following up on actions.
  • Collaborate with other Committee secretaries to ensure consistency in meeting approaches and timely delivery of papers.
  • Maintain a high level of confidentiality in handling all correspondence.
  • Liaise and work closely with key areas within the Provost's remits to ensure effective communication and provide support where needed.
  • Provide cover for other members of the Senior Staff team and assist with specific projects and University events on a team basis.
  • Produce accurate and highquality documents, letters, reports, organization charts, and presentations as requested.
  • Manage the departmental pages on Staffnet as directed.
  • Organize events and functions, including Away Days and departmental 'town hall' meetings, as appropriate.

Requirements:


  • Proven experience in providing highlevel administrative support, preferably in an academic or executive office setting.
  • Excellent organizational skills with the ability to prioritise tasks and manage multiple deadlines.
  • Strong attention to detail and accuracy in document preparation.
  • Proficient in using office software and tools, including Microsoft Office.
  • Exceptional communication skills, both written and verbal.
  • A proactive and professional approach to work, with the ability to work independently and as part of a team.

Overview
As the University builds on its proud heritage, we are looking for exceptional people to help shape our future. We provide a high-quality professional environment, inspired by our distinctive ethos and Catholic mission and values.

Our values of excellence, generosity of spirit, inclusiveness and respect inspire us to create an academic community in which everybody is welcomed and which puts the student at the centre of all our endeavours.


Closing Date:

25 February at 23:00
**Interview is likely to be held on 12 March
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