Administrative Assistant

Location: South Kensington Campus

Job Summary

You will play a vital role in keeping the Faculty Office of the Faculty of Natural Sciences running smoothly and acting as a key contact point across the wider Faculty community. You will have varied responsibilities, including arranging events, supporting Faculty committees, and a range of office management tasks to support colleagues. You will report to the Strategic Project Manager, Dean, Vice-Deans and Faculty Operating Officer (FOO), and work closely with colleagues across the Faculty and the whole College.

Duties and responsibilities

These include:

Events

• To arrange, plan and deliver a wide range of Faculty events across the academic calendar. For example, this can include (but is not limited to) prestigious annual lectures, prize-giving events, research showcases, research seminars, Faculty social events, and away days.
• Liaise with internal stakeholders to find out their exact event requirements.
• Produce detailed event plans that include timelines, venues, suppliers, legal obligations, staffing and budgets.

PA and Administrative duties

• Act as key external communications link for the Faculty.
• Providing efficient diary management.
• As a Faculty Control Buyer for the Faculty Office, closing and topping up Purchase Orders.

Committee support

• To act as Secretary to committees, boards and steering groups, as requested.
• To include setting meeting dates, booking of rooms and catering, preparation of papers and agendas, minute-taking and communication with committee members, coordinating technical support with the AV team for in-person meetings and running remote MS Teams meetings.

Essential requirements

These include:

• Educated to at least A-Level standard or have relevant equivalent professional experience or training
• Experience of complex diary management
• Experience of administrative work
• Experience of making international travel arrangements for groups and individuals
• Experience of managing databases
• Experience of arranging large meetings and workshops
• Experience of organising events

Further Information

This is a full time, open-ended role based at South Kensington Campus.

Should you require any further details on the role please contact: Sorina Damsa s.damsa@imperial.ac.uk

Staff working in roles that are suitable for hybrid working will normally be expected to work 60% of their time onsite. The opportunity for hybrid working will be discussed at interview.

More information is available on the following web page: Work Location Framework | Administration and support services | Imperial College London

Please note that due to the volume of applications received, we reserve the right to close this advertisement early. Please ensure you submit an application at your earliest opportunity.

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