Job Title: Executive Assistant
Salary: £36,650 gross per annum
Grade: UKRI - D
Contract: Open-Ended
Hours: Full-Time (We understand the importance of work-life balance, and are happy to discuss the possibility of flexible working)
Location: Daresbury Laboratory, Warrington
Together, our scientists, technologists, engineers, and business support team explore the unknown and turn what they find into work that changes the world around us. Whether it’s sending probes into space or finding new ways to treat cancer, everyone here plays a vital role in making a positive difference to society.
Come and discover how much you can achieve when you’re surrounded by world-leading experts, encouraged to constantly learn, and empowered to explore your curiosity.

SPECIAL REQUIREMENTS:

• Flexibility to occasionally work outside core hours or travel to other STFC sites as and when required (I)

You will work closely with the Executive Director of BID, Department leadership team, Exec Board EA team as well as BID Support team and wider Business and Innovation Department.
The purpose of this role is to ensure the Executive Director is supported in all aspects of his role, to warrant effective and successful coordination of BID, strategic decision-making and business operation. The role oversees the activities of the leadership team, enabling engagement across BID and effective two-way flow of information and delegation of responsibilities. The role ensures consistency of standards as well as embeds best practice across all department divisions.

This role is subject but not limited to a range of administrative tasks required to successful operations of the department, which are listed below:

• Proactively manage the ED’s diary arrangements, ensuring that his time is optimised as best as possible, planning well ahead, and dealing independently with clashes, by prioritising engagement based on strategic objectives
• Managing the Director’s email correspondence and where possible responding on their behalf, ensuring that appropriate action is taken, and complete confidentiality is adhered to at all times
• Regularly producing presentations and providing input for strategic documents, ensuring the Director is prepared with up to date and accurate content and figures.
• Organising meetings, travel and various events, booking rooms, registering visitors, organising catering and where needed attending to take notes/minutes to track and follow up on actions. Being on hand at events, as necessary, to ensure that everything runs efficiently and to troubleshoot any issues as they arise.
• Provide support to the department leadership team by prioritising activities to stay on top of all the deadlines
• Provide the ED with high quality support with his day-to-day activities by briefing the Director through gathering HR and finance information necessary when making any senior level decision.
• Providing an effective interface between the Director and other areas of STFC-UKRI and acting as the point of contact in their absence, ultimately strengthening internal relationships
• Provide coordinated support for managing the bid processes, which includes issuing departmental approvals, arranging and minuting meetings, chasing actions and issuing contracts on behalf of the Director
• Ensure effective cascade of information from the ED to the Department as well as collate quarterly updates for the EB with the support of the BID support team
• Raise Purchase Orders, keep track of payments and process invoices for the team, monitor the team’s budget and work closely with finance colleagues to accurately track and forecast expenditure.
• Leadership and line management of a team of 4, including recruitment, development, providing cover during leave and managing any HR related issues, supporting consistency of standards across the team and embedding best practice in executive level support
• Ensure smooth running of the Senior support team by managing the appropriate cascade of information, arranging cover for key senior meetings, events, and visits across the senior team