Executive Assistant to the Associate Deans – BUS00022

Imperial College London - Imperial College Business School

Salary: £30,770 - £34,960 per annum
Campus: South Kensington, London

We are looking for an experienced and proactive individual to join the Business School in the role of Executive Assistant to the Associate Deans. They will assist the Associate Dean of Programmes in delivering the education strategy and directing a globally successful portfolio of postgraduate programmes. High level administrative and secretarial support will also be provided for the Associate Dean of Undergraduate Programmes and Education Quality, as required. Additionally, the post holder will work as part of the Dean’s Office to support us in delivering and advancing the School’s strategic aims. The ideal candidate will have proven interpersonal, communication and organisational skills, plus the ability to take personal initiative. The post holder will work effectively in teams with faculty, management and staff at all levels, students, funders and VIP visitors. Excellent attention to detail and the ability to prioritise are essential. Experience of working in higher education or a related environment is desirable.

Key Responsibilities

  • Provide secretarial and administrative support to the Manager of the Dean’s Office, the Associate Dean of Programmes, the Associate Dean of Undergraduate Programmes and Education Quality, and other members of the Dean’s Office as required.
  • Manage and control the diary for the Associate Deans, scheduling meetings and appointments both on campus and off-site, as needed. Supporting inbox management for the Associate Deans.
  • Provide agendas, papers and other supporting material in line with the School’s visual identity, ordering catering and meeting and greeting visitors for meetings.
  • Coordinate key events, collaborating with the Dean’s Office Events Manager. Manage VIP visits connected with the Associate Deans.
  • Organise travel and accommodation for the Associate Deans, including making all appropriate checks.
  • File expenses and make Purchase Orders on behalf of the Associate Deans and members of the Dean’s Office, as required.

Skills and abilities

  • Previous PA experience with a high level of organisation and time management skills.
  • Excellent interpersonal skills and ability to build working relationships with stakeholders at all levels.
  • Ability to coordinate a range of different activities at the same time and understand the connections between them.
  • Ability to use judgment in order to prioritise tasks in a fast-paced working environment.
  • High level of attention to detail applied consistently to all tasks.
  • Ability to use initiative, with a willingness to solve difficult problems.
  • Outstanding verbal and written communication skills with an excellent command of the English language to enable drafting documents such as minutes and presentations.

Further information

  • Child care provision and child care support scheme
  • Discounted membership at College sport & leisure facilities
  • Minimum 39 days paid annual leave including public holidays & College Closures
  • Contributions towards the costs of a professional qualification and provision for study leave
  • Opportunity to enrol in lunchtime or evening classes from the Centre for Languages, Culture and Communication
  • Interest free travel loans to purchase an annual season ticket or bicycle loan

To view full details and apply, click on the ‘Apply’ button below. Please enter the job title or vacancy reference number into the search field. Please ensure your personal statement consists of no more than 1000 words. 

Closing date: 23 January 2018

Interview dates: 1 & 2 February 2018

Should you have any queries about the application process please contact Naz Hussain on 020 7594 1583 or email icbs.hr@imperial.ac.uk.

For technical issues when applying online, please contact: erecruitment@imperial.ac.uk

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