Executive Assistant to Centre Director

Job description:

Location: Engineering Education and Skills Centre, University of Sheffield

About the Role

We are seeking an exceptionally organized, proactive, and discreet Executive Assistant to provide senior-level administrative support to both the Centre Director and the Director of Education within the Engineering Education and Skills Centre.

In this fast-paced and varied post, you will serve as the primary point of contact for enquiries, manage complex calendars, handle confidential correspondence, and support key financial processes.

You will also organize Centre events—including summer celebrations and graduation receptions—and service key committees by preparing agendas, taking minutes, and tracking actions.

This role requires a forward-thinking individual who can balance competing priorities, solve problems creatively, and maintain strict confidentiality.

Key Responsibilities

• Executive Support: Provide high-level, confidential PA support to both Directors, managing emails, complex diaries, travel, and catering.
• Stakeholder Engagement: Act as first point of contact, liaising with internal University colleagues and external partner organizations.
• Governance & Operations: Service Centre committees (agendas, minute-taking, action tracking), maintain document systems, and support continuous process improvement.
• Event & Project Management: Co-ordinate Centre events and assist with drafting reports, presentations, and initial data analysis.
• Financial Administration: Process requisitions and reconcile purchasing transactions.

What We Are Looking For

• Educated to A-Level standard (or equivalent experience).
• Proven experience in a senior secretarial / PA role.
• Advanced IT skills (Microsoft Office / Google Apps).
• Exceptional communication, time management, and organizational abilities with strong attention to detail.
• Demonstrated ability to handle sensitive information with complete discretion.
• A collaborative team player capable of managing competing demands under minimal supervision.

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