Executive Assistant to the Head of Department, TYC Administrator and Departmental Administrator

Location: South Kensington Campus - On site only

The Department of Materials at Imperial College London delivers world-leading research and scholarship in all areas of Materials Science and Engineering. We provide a creative and supportive environment where students receive first-class training, postdoctoral researchers develop independence, and all staff realise their full potential. Our vision is to deliver world-leading research, teaching and scholarship in all areas of Materials Science and Engineering. For further details, please visit: http://www3.imperial.ac.uk/materials

We are looking for someone who is hard-working, willing to learn, detail orientated and a good communicator. You should have experience of working as an Executive Assistant at a higher level and experience of working in an administrative role.

This is an EA position providing a pro-active and high-level personal assistant and administrative service to the Head of Department (HOD). This is a key post within the Department and the jobholder will work with minimal supervision and be fully responsible for ensuring that the HOD’s office runs smoothly, efficiently and professionally. You will be a self-starter, proactive with high level and extensive EA role experience.

Post holder will also undertake the full range of day-to-day activities effectively, including providing administrative support for the Thomas Young Centre (TYC), acting as the central administrative point of contact, proactively building, and strengthening effective working relationships with stakeholders both at Imperial and elsewhere.

Key Responsibilities:

• Provision of a highly professional and proactive reception to the Head of Department’s visitors – staff, students and external. Dealing with telephone callers and managing general enquiries, providing advice and guidance.
• Meet with the Head of Department regularly to ensure that necessary planning takes place and that he/she is abreast of potential challenges that may emerge internally and externally in the short- and long-term future, using this to plan, prioritise and coordinate the resulting workflow for his/herself and others.
• Coordinate and take minutes of the annual schedule for all departmental committee meetings, liaising with relevant staff to ensure the timings and frequency of the meetings are appropriate.
• Effectively communicating and liaising with all members of staff on behalf of the HOD including staff in other departments, other Faculty HoDs (and their PAs), other senior members of the College and external organisations to ensure the right correct message/information is conveyed.

Essential Requirements:

• Educated to ‘A’ Level standard (or equivalent)
• Evidence of significant Executive Assistant/administrative experience and/or experience of providing administrative support within a customer focused service within an academic context
• Proven experience of handling confidential information with tact and discretion
• Excellent interpersonal skills, including the ability to communicate confidently and
• Diplomatically with senior members of the Department and external organisations.

Interviews will be held on 2nd May 2023

Informal enquiries may be directed to Mrs Daraksahn Khan, Department Resources Manager in the Department of Materials, (d.khan@imperial.ac.uk).

For technical issues when applying online please email support.jobs@imperial.ac.uk

To apply, visit www.imperial.ac.uk/jobs and search by the job reference: ENG02560

Committed to equality and valuing diversity. We are also an Athena SWAN Silver Award winner, a Stonewall Diversity Champion, a Two Ticks Employer, and are working in partnership with GIRES to promote respect for trans people

Closing date: 18 April 2023

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