Institute Administrator and Executive Assistant to the Grantham Institute Director

Location: South Kensington Campus

About the role:

The Grantham Institute sits at the heart of Imperial’s work on climate and the environment. An exciting opportunity has arisen within the institute’s operations team for a motivated and enthusiastic individual, to take on an integral role working closely with the Director of Operations to ensure the Institute’s day-to-day activities run smoothly. The post-holder will also provide executive level administrative support to the Grantham Institute Director. The role will entail taking a proactive approach to ensuring that they understand and keep up-to-date with all aspects of the Institute’s activities and related college processes, and liaising with both internal and external senior stakeholders.

What you would be doing:

• Function as central point of contact for the Institute, handling approaches to the Institute, directing interest to relevant staff or responding directly as appropriate, and greeting external visitors on arrival.
• Engage with the Institute’s senior stakeholders and maintain good relationships, to serve as a key link between the Institute and the Grantham Foundation and other key funders.
• Coordinate official visits, Institute Boards, workshops and dinners with high profile visitors.
• Under the guidance of the Director of Operations manage a comprehensive recruitment process for all Institute hiring, working closely with recruiting managers/departmental staff and the central recruitment hub.
• Responsible for the smooth running of the Institute Director’s office, managing diaries and assisting with prioritising activities and meetings.
• Support the Director of Operations in maintaining appropriate administrative systems to run an efficient office.
• Help implement and manage new processes or systems introduced by the College/Faculty in relation to HR, ICT, and estates.
• Arrange and coordinate internal meetings and external visits by Institute staff as necessary, ensuring that all relevant administrative arrangements have been made, e.g. booking meeting rooms and catering, booking travel and accommodation.

What we are looking for:

• Previous administrative experience, preferably in a research or higher education environment.
• Experienced in the provision of support to senior members of staff or academics including complex diary management.
• Experience engaging with senior external stakeholders.
• Experience of office management processes.
• Experience of working effectively within a team, and on own initiative.
• Experience of working in a complex environment with multiple stakeholders.
• Experience of making international travel arrangements for groups and individuals.
• Experience of arranging large meetings and workshops.
• Excellent interpersonal and communication skills, with a high level of professionalism.
• Ability to manage a busy workload, prioritise and manage own time effectively to meet internal and external deadlines.

What we can offer you:

• The opportunity to continue your career at a world-leading institution and be part of our mission to continue science for humanity.
• Benefit from sector-leading salary and remuneration package (including 39 days off a year and generous pension schemes).
• Get access to a range of workplace benefits including a flexible working policy from day 1, generous family leave packages, on-site leisure facilities and a cycle-to-work scheme.
• Interest-free season ticket loan schemes for travel.
• Be part of a diverse, inclusive, and collaborative work culture with various staff networks and resources designed to support your personal and professional wellbeing.

Further Information

This role is full-time, fixed term for three years.

If you are thinking about applying for this job and want to discuss it further please contact Director of Operations Laila Read – l.read@imperial.ac.uk .

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