Executive Assistant to the Vice President Strategic Engagement and Chief of

at  Imperial College London

AVAILABLE DOCUMENTS

Attached documents are available under links. Clicking a document link will initialize its download.

• Download: Employee Benefits Booklet.Pdf
• Download: Executive Assistant Job Description.Pdf

Please note that job descriptions are not exhaustive, and you may be asked to take on additional duties that align with the key responsibilities mentioned above.
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ABOUT THE ROLE

An exciting opportunity has arisen for an experienced Executive Assistant to join the Office of the President. The postholder will support the effective and efficient running of the President’s Office within a complex internal and wider higher education environment.

WHAT YOU WOULD BE DOING

You will be responsible for providing executive level support to the Vice-President (Strategic Engagement) and Chief of Staff to the President, including diary and travel arrangements, gathering information to help inform effective communication, coordinating administrative processes and acting as a point of contact for enquiries. You will also provide efficient administrative support for a range of strategic, operational and communications activities, to ensure the efficient coordination of the day-to-day business and longer-term planning of the President’s Office.
Topics covered will be wide-ranging, and there is likely to be a high level of confidentiality in the work. You will be comfortable managing a varied workload, working at pace and managing changing priorities with a range of timeframes.
Given the seniority of the President, you will be a significant ambassador for Imperial, and so must be mindful of personal and organisational reputation at all times. The role requires close working and liaison with a wide pool of internal and external stakeholders and members of senior leadership, including close working relationships with the Provost’s Office.

The postholder must have proven experience of providing executive support to senior/Board level staff and experience of managing and completing multiple tasks alongside each other. Your duties and responsibilities will include:

• providing pro-active executive support and administrative service to the Vice-President (Strategic Engagement) and Chief of Staff to the President, including complex diary and travel arrangements.
• amassing and analysing a wide range of information and data effectively and proposing options and/or recommendations.
• servicing meetings and committees chaired by the Vice-President (Strategic Engagement) and Chief of Staff to the President.
• providing varied and responsive administrative and project management support.
• managing the President’s Office annual general budget by means of forecasting and thorough oversight across the year, identifying any issues and providing solutions.
• managing Presidential events, including lunches/dinners, and supporting Heads of Department events, external visits and other events or meetings as necessary.
• Being responsible for the organisation of HR processes for recruitment, inductions, the Annual Review Conversation (ARC) and pay review processes for the Vice-President (Strategic Engagement) and Chief of Staff to the President’s direct reports