International Relations Assistant

About the role

The International Relations Assistant role is an exciting opportunity to play an important part in the running of a busy and fast paced International Relations Office.  You will provide administrative and co-ordination support to ensure the effective and efficient running of Imperial College London’s Global science and technology hubs, including maintaining the customer relationship management database and a seed fund offering grants to applicants across all faculties at the university.

You will also be part of a wider team supporting IRO's broader Imperial Global portfolio, which spans international strategic partnerships, programmes and regional engagement.

What you would be doing

Your responsibilities will include:

• Supporting the IRO Operations, Data and Planning Officer and Senior Project Manager in maintaining accurate records on our Dynamics CRM database for Imperial Global hubs.
• Working with the Imperial Global hub teams on engagement with stakeholders.
• Working with IRO colleagues to promote seed funds and activities of awardees and providing administrative support for all seed fund related activity.
• Undertaking finance tasks and supporting the Senior Project Manager with budget monitoring and forecasting.
• Providing administrative support for all working groups and committees relating to Imperial Global.
• Supporting contracting arrangements relating to Imperial Global.
• Supporting the recruitment process for all roles relating to Imperial Global.
• Providing logistical support for major IRO events and high-level visits, including room bookings, catering, itineraries, briefings and on-the-day coordination.

What we are looking for:

This is an important operational position where you will use your excellent data management, organisational, events and communication skills to support the IRO team to deliver an important part of Imperial’s strategy.

As a member of a 20-person team, and part of a wider Strategic Engagement Division, the International Relations Assistant should welcome change and be prepared to work flexibly across different team activities as they will be expected to support a wide range of administrative and operational business processes.

You should be able to demonstrate:

• A Level standard education or proven equivalent relevant experience.
• High level of expertise with Microsoft Office applications.
• Previous experience of working in a higher education, government, professional services, or similar environment.
• Experience of coordinating or supporting a seed fund or other funding programme.
• Experience of providing excellent administrative support to support a high-profile initiative.
• Experience of using a customer relationship management (CRM) database.
• Experience of organising meetings, agenda setting, taking minutes, and maintaining meeting documentation.
• Experience of budget administration.
• Experience of managing conflicting deadlines and priorities.
• Willingness to work proactively as part of a team, readily supporting colleagues in times of high pressure.
• Strong organisation skills with excellent standards of accuracy, consistency and attention to detail.
• Ability to work independently and manage own workload to tight deadlines.
• Excellent oral and written communication skills, with the ability to present information effectively, give positive input to discussion at meetings and contribute to written communications.
• Excellent interpersonal skills and to build and maintain good working relationships with a wide range of people at all levels of seniority.
• Ability to deal with high levels of ambiguity and adapt to changing situations in a considered and calm manner.
• Ability to work persistently and patiently towards the delivery of long-term goals, engaging enthusiastically and positively with others to gain commitment and deliver on desired outcomes.

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