Executive Assistant to the Head of Department of Materials

Location: South Kensington 

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

The Executive Assistant is responsible for providing executive level, project management and administrative support to the Head of Department (HoD) and wider department as required by the Head of Department. Working closely with the Head of Department, Associate Heads of Department, Departmental Operations Manager and Department Resources Manager, the post holder will ensure that the HoD’s Office runs smoothly and that strategically important projects are delivered successfully.

The post holder will manage the administration of organising major annual exercises such as Annual Review Conversations, promotions exercise. The post holder will support a wide range of complex and confidential management activities and the depth and breadth of responsibilities require considerable knowledge, skills and responsiveness from the post holder.

In addition, the post holder will provide administrative support for the Thomas Young Centre (TYC), the London Centre for the Theory and Simulation of Materials.

The post holder will be required to take a proactive approach to ensure that he/she understands and keeps up to date with the Head of Department’s and Centre’s activities to be able to co-ordinate projects and manage timelines liaising with stakeholders and staff as required.

Key Responsibilities:

EA to the Head of Department.

• Responsible for the smooth running of the Head of Department’s office, assisting with prioritising activities and projects. 
• Implement decision on delegated matters
• Communicate and liaise on behalf of the HoD with internal staff, senior members of the College and act as key external communications link for the Department, to enable efficient flow of communication and information.
• Work independently to complete tasks and resolve problems

Equality, Diversity, Culture (EDC) and Academic Staff Development Support

• Responsible for the timely organization of all aspects of Annual Review Conversations (ARCs) for all academic staff, with the Head of Department.
• Lead on managing the probationary and promotions process for all academic staff including arranging panels for academic probations and promotions.

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 Date: 02 November 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: ENG02804.

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: 19 October 2023

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