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Executive Assistant to the Head of Department

Imperial College London - Department of Earth Science & Engineering

Location: London
Salary: £33,376 to £37,682 per annum
Hours: Full Time
Contract Type: Permanent
Placed On: 8th September 2021
Closes: 21st September 2021
Job Ref: ENG01857

Location: South Kensington, London

Job Summary

We are looking for an Executive Assistant to support the Head of Department. The role of Executive Assistant to the Head of Department provides daily vital support to the Head of Department (HoD) and departmental operation across a range of essential activities.

Principle among these responsibilities is providing a pro-active secretarial and personal administration service to the HoD, maintaining a professional service and acting as the first port of call on a wide range of matters. This includes, but is not limited to, handling the HoD files, inbox, diary bookings, meeting arrangements, preparation of documents and presentations, meeting minutes, dissemination of information, internal post, room bookings, catering orders, travel arrangements, expense claims and purchase orders as and when required.

You will also provide support to the Department in matters relating to the coordination and administrative support of departmental events, training activities and other ad hoc projects.

Due to the nature of the role, the post involves periods of high activity with flexible working required.

Duties and responsibilities

Your duties will include:

  • Provide personal administrative and clerical support to the Head of Department and key departmental operations as required
  • Communicate and liaise on behalf of the HoD with senior members of the College and external organisations as appropriate
  • Prepare papers, correspondence and presentations and undertake research for projects and reports as requested by the HoD
  • Oversee and maintain the HoD’s electronic diary, taking the initiative to plan, set up and accept appointments and meetings; provision of documentation for meetings
  • Book meeting rooms and arrange catering
  • Co-ordinate Departmental Executive and Strategy Committee Meetings, Staff Meetings and Health & Safety Meetings, including the acquisition and circulation of relevant papers from staff, preparation of minutes and follow-up of actions (if required)
  • Deal with enquiries both from within and outside the College on a wide range of matters

Essential requirements

We are looking for someone educated to degree level and/or professional qualification (or equivalent).

You should have experience in the Higher Education sector in a similar or related role(s).

Demonstrable experience in office administration following a range of administrative procedures. Excellent IT skills including Microsoft Office, Video Conferencing, and Management Information Systems (Oracle preferred)

Excellent written, numerical and verbal communication skills, with the ability to draft correspondence and minute taking

Further Information

This is a full-time open-ended position.

Should you require any further details on the role please contact: Deborah Lawal -  

You can find out more about our employee benefits, including generous annual leave entitlements and our excellent professional development opportunities, at  

For technical issues when applying online please email

Closing date: 21 September 2021.  Interviews will be held on 28 October 2021

To apply, visit and search by the job reference ENG01857.

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