Summary of job

Provide full administrative and secretarial support at a senior level to the Director to

ensure the smooth management of her day to day affairs, and most effective use of her

time. Handle sensitive and complex issues in a professional and objective manner.

Take initiative as appropriate especially in the Director’s absence.

Main responsibilities

• Manage Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
• Manage Director’s travel arrangements (including visas/accommodation).
• Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
• Maintain Director’s office systems, including data management and filing.
• Maintain records of Director’s contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
• Produce documents, briefing papers, reports and presentations for the Director.
• Assist and lead projects that fall under the director
• Organize meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Manage arrangements for meetings, including production/distribution of agenda and papers.
• Assist/support Director, Development Manager & Communications Manager in arranging funding partner and other events.
• Meet and greet visitors at all levels of seniority.
• Supervise all incoming/outgoing mail and emails into the main company email.
• Interviews/
• Ad Postings
• Review resumes
• Schedule interviews
• Assist w/ orientations
• Grants
• Assist w/ completion through research, document organization, sending out
• Answer phones and assist w/ employee questions and problems, CM problems and reassignments
• Create and send out email and letters that are company based
• Any other duties as may reasonably be required by the Director.
• Attend needed meeting / Trainings for the Company
• Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of her day to day affairs, and most effective use of her time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence.

Main responsibilities

• Manage Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
• Manage Director’s travel arrangements (including visas/accommodation).
• Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
• Maintain Director’s office systems, including data management and filing.
• Maintain records of Director’s contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action. Produce documents, briefing papers, reports and presentations for the Director.
• Assist and lead projects that fall under the director.
• Organize meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Manage arrangements for meetings, including production/distribution of agenda and papers.
• Assist/support Director, Development Manager & Communications Manager in arranging funding partner and other events.
• Meet and greet visitors at all levels of seniority.
• Supervise all incoming/outgoing mail and emails into the main company email.

Educated to degree level or equivalent.

• Experienced Personal Assistant at senior management level.
• Experience of electronic diary management.
• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the University.
• Ability to organize and plan own work.
• Excellent attention to detail, with the ability to maintain a high level of accuracy.
• A flexible, pro-active approach to work including the ability to prioritize and re-prioritize.
• Ability to work on own initiative.
• Ability to deal with sensitive information with discretion and to maintain confidentiality.
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.