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Executive Assistant - Contract - Expired

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We are currently looking to recruit an experienced Executive Assistant to work with a leading further education university located in the centre of Sheffield with a view to starting immediately.

Working in the Vice Chancellors office, you would be reporting to the Executive Officer directly. The purpose of this role is to provide dedicated, high-level and comprehensive executive support to a member of the University Leadership Team, thereby also supporting their wider area of responsibility.

Role specific responsibilities

* To proactively coordinate priorities and deadlines to ensure alignment of time and effort to areas of importance and the achievement of objectives.
* To work collaboratively with other members of the team to deliver and develop a responsive executive support service, and ensure customer service excellence.
* Provide highly confidential, proactive and flexible executive support to a designated member of the University leadership team, including diary and travel management, committee support and email management, based on an in-depth knowledge and understanding of their work.
* Coordinate workload, priorities and deadlines, ensuring effective use of time and making operational decisions on behalf of the ULT member where appropriate to do so.
* Prepare or format papers and presentations on behalf of the ULT lead, including for executive and non-executive governance groups (for example, sub-committees of Board of Governors).
* Provide high-level support for a range of committees, forums and working groups; coordinating meetings, collating and disseminating information, undertaking room bookings, agenda planning and preparation of papers, minutes/note taking and follow up actions.
* Manage a range of events, visits, training, meetings and appointments, co-ordinating complex requirements and liaising with senior colleagues and external stakeholders.
* Work in partnership with key academic and professional services staff to ensure efficient co-ordination of activity across the ULT member's portfolio, promote effective strategic and operational delivery, identification of risk and the timely resolution of issues. Communicate confidently and effectively with relevant senior colleagues from across the university.
* Provide in-depth guidance and support for a diverse and complex range of queries; act as an initial point of escalation and facilitate early intervention and timely resolution of issues; provide advice based on knowledge and understanding of the area, internal policies and regulations.
* Support the ULT member in developing and maintaining their public profile, liaising with groups, individuals and organisations, both internally and externally.
* Liaise with internal and external groups and individuals to create networks of useful contacts.
* Assist with sensitive and/ or complex communications and the promotion of activities/services in collaboration with other areas as required.
* Support the development of online resources and communication, proactively ensuring the effective organisation, currency and accuracy of information on SharePoint, webpages and social media channels.
* Support initiatives as determined by the priorities of the ULT member and lead, with support and where appropriate, specific initiatives
* Develop and deliver administrative systems and record keeping within an agreed framework, including budget monitoring, activity planning, committee preparation etc.
* Maintain confidentiality and treat sensitive issues with appropriate tact and diplomacy, working in accordance with Data Protection Legislation.
* Support portfolio compliance with Health and Safety procedures e .g. DSE assessments and Fire Marshal duties

Qualifying attributes


* Educated to GCSE/O level standard (or equivalent experience) including Math's and English


* Experience of providing dedicated support to senior managers, including diary management/ travel arrangements
* Experience of organising meetings and events, including providing clear briefings, agendas and follow up actions
* Experience of leading operational activities across a portfolio of areas and acting as a point of escalation
* Experience of carrying out a range of complex administration activities
* Experience of organising, supporting and delivering events and projects e.g. workshops, governance boards and other events involving external stakeholders
* Proficient in the use of using Microsoft Office packages, including PowerPoint and Excel
* Working effectively in an environment of complex regulations and procedures (e.g. data protection regulations; academic regulations)

This is a fixed term contract (8 weeks), however this may be subject to an extension.

Pay is (Grade 6) £14.30ph inclusive of holiday pay or £16.03 with holiday pay included in the rate.

If you are interested in the role above, please send your CV through or call Ashley in our office on 01709 974000 for a discussion about the role.

£14.30 - £16.03 per hour

South Yorkshire,

8 weeks' +