Job Description
PLEASE NOTE- This role is offered on a FTC 3 month contract, after successful completion of this FTC, you will be taken on permanently.
Our client, a world renowned educational establishment, is seeking an EA to join their busy team.
Supporting the Dean, this busy role will have the following responsibilities:
EA Support and Office Administration
* Provide comprehensive and efficient administrative support to the Dean in all aspects of her work, facilitating the smooth and effective performance of her role, and implementing office administrative systems and procedures while proactively improving these where necessary.
* Management of various email accounts.
* Draft correspondence and manage the Dean’s diary, highlighting pressing strategic issues.
* Draft original, and sometimes sensitive, correspondence for external audiences on behalf of the Dean.
* Maintain the Dean’s electronic diary, including organizing internal and external meetings and international travel.
* Coordinate, organize, and support meetings held by the Dean, including making room/refreshment bookings and greeting visitors.
* Make appropriate travel arrangements, booking hotels, restaurants, and other events, both domestically and overseas.
* Provide line management of a small team of support staff, facilitating the Dean’s meetings, events, and receptions.
Communication
* Communicate effectively and professionally with senior colleagues and the wider community on behalf of the Dean, recognizing the often highly confidential nature of correspondence, and ensuring that inquiries are dealt with promptly.
* Respond verbally and in writing to a range of issues on behalf of the Dean, drafting original and sometimes sensitive correspondence for external audiences.
* Research and prepare reports or briefing papers.
* Prepare agendas, draft and circulate minutes, create presentations, and other key documentation for meetings.
Events
* Assist with managing prestigious and high-profile events.
* Events will involve creating and managing invitation lists, sending invitations, managing responses, organizing event logistics such as catering, IT, and table/seating plans, along with overseeing the events as they happen.
Student Coordination
* Organize meetings between the Dean and student groups.
* Support the Dean with ad hoc projects as they arise.
Person Specification
Essential
* Experience of successfully managing the busy office of a senior member of staff, preferably (but not necessarily) in a university, charitable, or ecclesiastical organization.
* Demonstrable experience of complex diary management, managing competing demands, and the ability to prioritize requests.
* Excellent written communication skills, able to draft well-structured, clear correspondence tailored to the audience.
* Excellent verbal communication skills and the ability to deal tactfully and effectively with a wide variety of members including academic staff, office-based staff, students, and members of the public.
* Ability to communicate effectively with a wide range of different colleagues, including senior clergy.
* Good judgment and the ability to deal appropriately with confidential information, including tactfully handling sensitive situations.
* Excellent organizational skills, with the ability to effectively prioritize and plan ahead while maintaining meticulous attention to detail.
* Experience of making complex travel arrangements and associated bookings.
* Ability to handle sensitive information and confidential matters with discretion and initiative.
* A flexible approach to workload and hours of work, with a cooperative and collaborative attitude.
* Experience of managing people, or an aptitude for this with a willingness to learn.
* Good IT skills (Microsoft Office, Excel, email, etc.) and the capacity to pick up new systems quickly.
Desirable
* Knowledge or experience of the University of Oxford and its collegiate system.
* Sympathy with the Christian ethos, vision, and ministry.
In return, our client offers a generous salary and excellent benefits package.
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