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    Executive assistant - London, United Kingdom - New York University

    New York University
    New York University London, United Kingdom

    6 days ago

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    Description

    Position Summary

    NYU is committed to being a welcoming campus community that reflects and enacts the values of inclusion, diversity, belonging, and equity that inform academic excellence. We seek candidates who will not only enhance our commitment to these values, but whose experience, competencies, skills, and community engagement efforts contribute to diverse, equitable, inclusive learning and working environments for our students, staff, and faculty.

    This is a full time position reporting to the Executive Director (ED). The post holder will provide essential support across a range of duties to NYU London and to the ED and the Senior Leadership Team (SLT) for NYU London. This position also enables the ED and the SLT to work most effectively with internal and external stakeholders. This is a facilitative role that requires a combination of focus and flexibility, as well as a willingness to play an active, behind-the-scenes role. The candidate in this position will have principal duties that include providing general support to the ED and SLT, facilitate project management, coordinate special events and hospitality support for visitors

    This is a 100% in-person position and not eligible for consistent hybrid work unless approved on a case by case basis by the ED.

    General administrative support: 50%

  • Providing general assistance to the Executive Director including coordinating calendar and appointments as needed, prioritising demands and scheduling important meetings with internal/external individuals,
  • Managing the monthly Purchasing Card transaction reviews
  • Keeps management informed by reviewing and analysing special reports; summarising information; identifying trends.
  • Work proactively with internal constituents to drive, evolve and execute on our relationship strategies
  • Maintaining strong working relationships with all units in NYU London and other NYU operations
  • Coordinate with IT department on all office equipment
  • Organise the office layout and ordering stationery and equipment
  • Assist with NYUL's emergency preparedness and continuity planning

    • Projet Management: 25%

  • Provide full administrative support to ensure that the executive functions and office operate in an efficient manner; this includes managing email accounts and taking meeting minutes
  • Assist with various administrative tasks including meeting room allocation and bookings
  • Oversee procurement needs for the ED and SLT in accordance with NYUL procurement procedures and signatory authority; including the monitoring of all order requests to ensure timely processing
  • Assist with projects and improvement initiatives
  • Assist with general office enquiries and data entry needs
  • Manage ED's time: determine meeting schedule including deciding who to schedule and when based on an assessment of ED's prior commitments and current priorities and the needs of individual(s) requesting appointment
  • Other duties as assigned by the ED and SLT
  • Manage discrete projects providing support to various team members on behalf of the Executive Team to improve effectiveness by increasing collaborative practices.
  • Create and manage project timelines for office-related projects.
  • Provide direct support or assign and supervise support to staff on distinct projects or external collaborations on behalf of the Executive Team.
  • Maintain a calendar of professional memberships, development opportunities and conferences and coordinate registrations, travel, etc. for the staff team.

    • Hospitality 20%

  • Organising off/on-site events, conferences, activities and meetings as required (online and in person)
  • Organising schedules for visitors to NYUL, including coordination of guests

    • Other administrative duties as assigned by the ED and SLT: 5%

    Qualifications

    Required Education

  • Educated to degree level in an appropriate discipline, or equivalent

    • Required Experience

    Computer literate; experience of Excel, email management, and calendar management

  • Proven office management, administrative, or assistant experience

    • Required Knowledge, Skills, and Abilities

  • Team player
  • Strong organisational ability
  • Excellent interpersonal and written communication skills
  • Excellent numeracy skills
  • Be willing to work on own initiative with little supervision
  • Excellent networking and relationship manager skills – and the ability to motivate and influence supporters or customers to reach targets.
  • Excellent communication and presentation skills (face to face, written and phone)
  • Experience of working as a team, and also working unsupervised.
  • Must be able to preserve and foster a collaborative, positive work environment and external reputation and will model high ethical conduct and inclusion throughout the organisation

    • Preferred Experience, Skills and Abilities

  • Experience of working within Higher Education
  • Relevant experience

    • Additional Information

    Candidates must have the unrestricted right to work in the UK prior to appointment.

    Benefits: 28 days annual leave, USS pension scheme and private medical insurance (optional)

    Candidates should advise of any reasonable adjustments needed to participate in the application and interview processes.

    NYU London is an equal opportunity employer committed to equity, diversity, and social inclusion. We strongly encourage applications from under-represented individuals in the profession, across colour, creed, race, ethnic and national origin, physical ability, and gender and sexual identity. NYU London affirms the value of differing perspectives on the world as we strive to build the strongest possible university with the widest reach.

    NYU aims to be among the greenest urban campuses in the country and carbon neutral by 2040.

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