A key member of a growing operational team, the Executive Assistant is responsible for providing senior administrative support to the Director and other members of the Senior Leadership Team.
This is an exciting, fast-paced and outward facing role that requires someone with excellent communication skills, a highly professional ‘can do’ attitude and the drive to deliver a seamless service at all times. Responsibilities will include complex diary and travel management, preparation of meeting materials, minute taking and communication with working groups, facility and catering bookings. The postholder will also engage in regular communication with key external stakeholders and partners on behalf of the Policy Institute.
The ideal candidate will be an experienced administrator who is able to manage challenging situations and confidential matters with professionalism and discretion at all times. The Executive Assistant will work closely with the Head of Administration and other members of the Policy Institute’s Professional Services team to ensure all are fully aligned on activities taking place across the Institute.
This post will be offered on a full-time, indefinite contract.
- To provide comprehensive and confidential executive support to the Director of the Policy Institute.
- To deliver complex diary management for the Director, with additional diary support provided to other members of the senior leadership team as required, including for large meetings, often with conflicting and last-minute changes.
- To coordinate meetings and working groups including preparation of meeting materials, proactively seeking updates and circulating in advance.
- To arrange catering, room bookings and liaise with King’s Venues and external suppliers, as and when required.
- To prioritise personal workload, with the ability to maintain a flexible approach to changing priorities across fast-paced teams.
- Assist with development and maintenance of key Policy Institute information, providing Excel and other solutions when needed, to ensure professionalism and accuracy. This includes keeping accurate records of Visiting Faculty.
- To clearly and effectively communicate with stakeholders from a wide range of sectors including government, industry, third-sector and higher education.
- To record engagement with priority stakeholders and contacts on behalf of the Director, ensuring information is kept up-to-date and in compliance with GDPR requirements for personal information.
- To prepare meeting summaries, draft PowerPoint presentations and ad hoc briefings for the Director including straightforward analysis/summary of data in packages such as Excel
- To use initiative to identify and resolve problems which may arise within a busy, high-performing team, communicating or escalating any issues as appropriate to ensure all is resolved in a timely manner.
- To assist the Head of Administration and Institute’s Business Manager with operational paperwork adhering to the Institute’s and the College’s processes and procedures.
- To work with the Institute Business Manager to keep the Visiting Faculty list up to date, including the management of renewal paperwork, carrying out right to work checks, creating affiliate email addresses and attending quarterly Visiting Faculty team meetings.
- To assist the Institute Business Manager with the Visiting Faculty mentoring programme, collating CVs from students who have expressed an interest in being part of the Institute internship scheme, assisting with matching students with Visiting Faculty and collating student feedback at the end of the academic year to measure the impact of the scheme.
- The post holder will work closely with the Business Support Coordinator and will provide cover during holidays and absences.
The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.
Skills, knowledge, and experience
1. A first degree or equivalent experience
2. Significant Executive Assistant experience
3. Previous experience of managing complex diaries
4. Excellent IT skills, with experience using Windows, MAC, Microsoft Office Suites including Excel and PowerPoint, Sharepoint, internet explorer, etc.
5. An ability and interest in learning new IT systems and programs as required for the role (such as KFin/Business World, other online booking and ordering systems)
6. Excellent communication and negotiation skills, both oral and in writing
7. Excellent time management, organisational skills and ability to multi-task and respond to changing priorities
8. Experience of communicating with a wide range of stakeholders, including at senior leadership or board level
9. Experience of demonstrating initiative and problem solving
10. Ability and experience in working in a busy, fast-paced office with conflicting demands
1. Additional qualifications or continuing professional development in relevant field
2. Project management or project planning experience involving a range of stakeholders
3. An interest in public policy/politics in the UK and abroad
4. Numerate, with previous experience of basic financial record keeping