Executive Assistant and School Administrator
This post will play a key role in directly supporting the Executive Director of the School of Professional & Continuing Education (PACE) and in ensuring the smooth running of the School Office. The Executive Director is the overall School lead responsible for the strategic direction of the School and the successful delivery of its internationally renowned education activities. She has a wide range of responsibilities and her EA plays a key role in enabling her to maximise her effectiveness in the role.
PACE is a new School within King’s and the postholder will also support the Director of Operations and Strategy in setting up an agile and efficient School office. The postholder will provide high-level, effective, comprehensive and confidential EA support and be responsible for the smooth day-to-day running of the School Office. We are therefore looking for a confident, highly proficient, and experienced person for this role to join our new School and be part of educational development at King’s.
The post holder is a member of the School’s professional services team.
The post holder will need to prioritise their workload and juggle a varied range of responsibilities. They will be the primary point of contact for the Executive Director and will work closely with them and the School team to enable the School to meet its strategic objectives. They will have a detailed understanding of methods, systems and procedures appropriate to EA and general office management, gained through significant experience complemented by formal qualifications and/or training. They must be highly organised and systematic in their approach to work, using their initiative and judgement to address and solve problems.
This post will be offered on an open ended contract
This is a full-time post – 100% full time equivalent
- Undertaking effective diary management, prioritising and managing the Executive Director’s calendar/schedule, ensuring she has access to and time to review all the materials for meetings.
- Regularly reviewing emails on behalf of the Executive Director, forwarding and replying to emails where appropriate.
- Acting as the first point of contact for the Executive Director for colleagues and external stakeholders.
- Dealing efficiently with communications and correspondence, using clear and precise language.
- Preparing, editing and proofing correspondence, communications, presentations and other documents.
- Drafting reports, discussion papers or briefing papers.
- Collecting, interpreting and analysing sets of data to inform decision making.
- Leading on event planning and management, including team meetings, committees, conferences and away days.
- Supporting the set-up of the School office and overseeing the development and implementation of business and office processes/policies which facilitate efficient and effective working.
- Providing day-to-day support for operations activities within the School.
- Maintaining effective filing and data management systems for the School.
- Working closely with the Director of Operations and Strategy to develop approaches to improve operational effectiveness, create relevant new guidelines or procedures for the team, and explain any relevant systems or processes to colleagues.
- Embedding compliance with all regulatory requirements and reporting expectations across the School, liaising with university officers as appropriate.
- Acting as Secretary for School committees and meetings as required, setting up meeting dates, preparing, and distributing papers and taking minutes.
- Organising travel, purchasing resources, processing expense claims, and working to find the most environmentally sustainable and financially prudent use of funds and time.
- Being the point of contact and co-ordination for Health and Safety in the School Office.
- Supporting HR and Recruitment activities, from post approval to interview and appointment.
- Monitoring the School Office finances and prepare financial reports, including monthly reconciliation of purchases.
- liaising with other professional staff to ensure consistency of procedure and effectiveness of service, providing support and advice to colleagues who need to navigate complex procedures.
The post holder will report to the Director of Operations and Strategy initially.
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. Experience of providing high quality executive support to senior roles in a busy environment.
2. Exceptional organisational skills, including administrative/operations experience with an in-depth knowledge of a range of practices, methods, and procedures to deliver effective and efficient support.
3. Excellent communication skills, in verbal and written form, including engaging with contacts across a range of seniority and roles.
4. Experience of servicing committees, including formal communications such as report/minute writing.
5. Strong interpersonal and influencing/behavioural skills.
6. Excellent IT skills with proficient use of the full Microsoft package – MS Outlook 365, MS Teams, PowerPoint, Word and Excel.
7. Proactive and responsive to contacts in immediate area, across the organisation and externally, building relationships and a network.
8. Solutions-focused self-starter, with excellent planning and organisational skills, a good eye for detail and able to manage competing priorities and work with minimal supervision.
9. Experience of having responsibility for delivering administrative support in a complex setting with a large number of employees.
10. Evidence of an active commitment to career development.
11. Commitment to and understanding of equality issues within a diverse and multicultural environment
1. Experience of supervising colleagues.
2. Have a full working knowledge of GDPR regulations and experience of complying with complex regulations/procedures.
3. Experience of working in the higher education sector.
4. Project management experience involving a range of stakeholders.
About King’s School of Professional & Continuing Education
King’s School of Professional & Continuing Education is a new, cross-cutting function designed to widen the educational reach of King’s. It brings together five existing areas: King’s Foundations, Summer Programmes, Modern Language Centre, King’s Online and King’s Professional & Executive Development. Each of these areas are well established, respected and recognised within and beyond the King’s community. Utilising this success as a springboard, the School of Professional & Continuing Education has been established to provide a clear platform to enable greater and more seamless collaboration with colleagues in Faculties, enabling, developing and delivering a wider view of education across the College, delivered on campus, online and in a blended format. The School will support King’s in this area, particularly around educational innovation and transformational learning experiences for different groups of students at different learning moments, whilst also addressing current structural barriers to growth each area faces.
Our vision is to work collaboratively with Faculties to develop and deliver King’s ambitions in expanding learning opportunities across the education spectrum. By expanding what education means at King’s, the new School will offer a joined-up approach to facilitating a broader King’s education experience to individual learners, public and private sector groups, and partners, both in the UK and internationally.