EA

We have an exciting opportunity to work with our higher education client based in central London.

Job Role: Temporary Executive Assistant

Duration: Currently 2 months - starting asap

Pay: 23.37

Days / Hours: Monday to Friday 9am to 5pm

This role will be fully campus based

Job description

Job Summary

This is an exciting opportunity to join the Data Science Institute's small busy team. Established in late 2020, the Data Science Institute forms the institutional cornerstone of data science and artificial intelligence. Our mission is to convene, catalyse and communicate AI and data science activity through teaching, research and events.

The Executive Assistant will provide high-level administrative support to the DSI Senior Academic Team - Professor Martin Anthony, Professor Helen Margetts, Dr Cosmina Dorobantu and the Deputy Director. Responsibilities will involve managing incoming emails and correspondence, prioritising items of business, organising and maintaining diaries, scheduling in-person as well as remote meetings, making travel arrangements and acting as an ambassador to the DSI Senior Academic Team.

It is essential that you have a professional outlook, excellent communication and relationship building skills, and are able to provide an exceptional level of customer service at all times. You will possess a wide range of office and administrative skills, together with a flexible 'can do' attitude to the varied requirements of the role. This is a responsible role that requires a high level of confidentiality, diplomacy, reliability, efficiency, and organisation in order to juggle competing demands.

Duties and Responsibilities

Service Delivery

• Manage the diaries of the DSI Senior Academic Team as required, including organising in-person meetings or conference calls with a wide variety of people - from internal staff, students, postdocs, and professors to funders, ministers, and other high-ranking government officials. This will involve making considered judgements when juggling demands placed on the schedule and ensuring that stakeholders feel valued even in situations when immediate meetings are not possible.
• Manage incoming correspondence and emails, identifying priority items of business for immediate attention, drafting responses on behalf of leaders, and redirecting enquiries or information elsewhere as appropriate.
• Make complex travel arrangements for UK and international travel, liaising with conference arrangers/organisers and academic department hosts, producing itineraries and travel packs, booking flights, purchasing travel insurance, making arrangements for visas where necessary, etc.
• Provide full administrative support on financial matters, for example, processing travel, subsistence, and other expense invoices for reimbursement.
• Coordinate internal meetings, including preparing agendas, writing minutes and ensuring that the appropriate people take ownership of the action items.

• To develop, manage and maintain appropriate filing systems for the Senior Academic Team's documents, correspondence, emails and electronic files.
• Keep track of deadlines for key projects and deliverables and provide support by formatting and copyediting documents such as letters, references, presentations, and reports.
• To undertake any other duties at the request of the DSI Senior Academic Team and the Institute Manager.

Communications and Relationship Management

• Act as an ambassador for the DSI Senior Academic Team, being an excellent communicator with all who get in touch and having a professional attitude at all times.
• Build solid working relationships with the DSI community and stakeholders, based on respect, reliability and trust.

General administration

• Act as an effective liaison for meetings/events and related logistics e.g. sending invitations and tracking responses, booking rooms, organising visitor passes, ordering catering and kitchen supplies, greeting visitors and arranging refreshments.
• Prepare rooms for lunches, conference calls and presentations ahead of meetings.
• Maintain and improve record-keeping and filing systems for important and confidential documents. Collaborate with the DSI team and take an active role in devising and implementing office administrative systems and procedures.
• Maintain an awareness of key projects, tasks and events across DSI to assist with planning and administration.
• Assist with managing the in-house contact database system, routinely inputting and checking data quality, gathering data systematically and ensuring that mailing lists are maintained and kept up-to-date.
• Work collaboratively with the DSI team, providing support on DSI events and covering for absence where needed.

If you would like to hear more about this role please apply. We will contact all shortlisted candidates.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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