Executive Assistant

The role

The role holder will spend the majority of their time supporting the Head of School (HoS). They will have regular meetings with the HoS at which tasks will be handed over and progress on previous actions updated on. The Executive Assistant will be managing the HoS’s calendar, their mailbox and meeting requirements. They will also be expected to collate reports, organise recruitment starting the process with a staff request form through, fielding any enquiries, arranging the interview, tours and preparing any documents needed on the day they will also be expected to book travel/accommodation to list a few examples.

The Executive Assistant will be the point of contact for School staff wishing to submit reports and requests to the executive committee. This can be reports informing the executive committee of other school committee/staff activities or requests for expenditure that need approval. The role holder will collate these reports/requests ahead of the Executive meeting presenting them as required. They will also be responsible for feeding back to the staff member/group submitting with feedback and outcomes.

What will you be doing?

The role holder will be expected to organise School related meetings. This will involve booking rooms, inviting individuals, producing agendas and any relevant documents needed for the meetings, setting up the meeting room as required, providing coffee when requested and taking minutes.

The role holder will be responsible for most of the purchasing for the School. This will include items such as stationary, project equipment, office furniture and catering for example. This will involve using ERP, purchasing cards and on occasion completing bank transfer forms where a supplier is not on ERP and can not take credit cards.

You should apply if

Proficient in Microsoft Office suite of software, e-mail and web, and general office systems (may include web site authoring and maintenance); good keyboard and secretarial skills.
Ability to work in a busy and demanding environment, under pressure at times; to produce good work to deadlines

Very good written and verbal communication skills; very good interpersonal skills with the ability to take ownership of problems and find solutions; sensitivity to others’ points of view; ability to work well as a member of a team and to form and maintain effective and productive professional relationships.

Additional information

Shift pattern: 35 hours per week 

This advert will close at 23:59 GMT on 15/10/2023

For any informal enquiries please contact Kate Sparey, kate.sparey@bristol.ac.uk 

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