Executive Assistant to Head of Department

Location: South Kensington Campus / Hybrid / White City

About the Role

As our Executive Assistant to the Head of Department (HoD), you will play a central role in enabling the effective leadership and smooth running of the Department of Computing. This is a pivotal, position that supports the HoD, the Department Management Committee (DMC), and the Director of Operations across a wide range of strategic, administrative and organisational activities.

You will act as the first point of contact for the HoD’s office, ensuring that all administrative tasks, communications, diary demands, documentation, meetings and workflow are managed efficiently and professionally. You will be an essential partner in shaping departmental processes, supporting change initiatives, and ensuring the department remains organised, connected, and ready to respond to evolving priorities.

This is a permanent position, available on a full‑ or part‑time basis (minimum 60%). An agreed schedule will be set as the standard working pattern; however, flexibility regarding onsite days and working hours may be required on occasion by prior arrangement.

What You Will Be Doing

Executive Support to the Head of Department

You will provide comprehensive and proactive administrative support to the HoD, including:

• Managing the HoD’s complex electronic diary and prioritising appointments.
• Organising meetings, preparing agendas, taking minutes, tracking actions, and ensuring high‑quality documentation is provided.
• Handling travel arrangements, expense claims, purchase orders and departmental correspondence.
• Managing information flows, maintaining files and records, and ensuring efficient use of collaborative tools such as SharePoint and OneDrive.
• Liaising with students, researchers and teaching‑related contacts connected to the HoD’s academic responsibilities.

Department Management Committee Support

You will coordinate key departmental committees, including:

• Preparing documentation and presentations.
• Booking rooms, managing logistics, arranging catering and servicing meetings.
• Minuting and ensuring timely follow‑up on actions.

Collaborative Working

Strong working relationships are essential to this role. You will:

• Build effective relationships across the Department, Faculty and College.
• Work flexibly with other professional services colleagues to ensure continuity and resilience during busy periods.

What We Are Looking For

A professional outlook, showing resilience, patience, and understanding when supporting colleagues, and handling sensitive or challenging interactions with confidence and care.

Strong experience of office administration, complex diary management and coordinating events or projects.

Excellent interpersonal and written communication skills, with confidence in engaging senior stakeholders.

A proactive, and innovative approach, with the ability to work both independently and as part of a team.

Attention to detail and a commitment to high‑quality output.

What We Can Offer You

A key role at one of the world’s leading universities, contributing to the success of a top‑ranked computing department.

A supportive, collaborative and diverse working environment aligned with Imperial’s values of Respect, Collaboration, Excellence, Integrity and Innovation.

Opportunities for professional learning and development.

Access to a wide range of staff benefits and wellbeing resources.

Further Information

Interviews will be held Wednesday 22^nd April 2026

Visit https://www.imperial.ac.uk/jobs/ and search vacancy reference ENG03838.

Informal enquiries related to the position should be directed to Dr Cora O’Reilly c.oreilly@imperial.ac.uk

For queries regarding the application process contact Joanne Day: jo.day@imperial.ac.uk

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