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If you have extensive experience in an Executive Assistant/ Personal Assistant role, have managed diaries of senior colleagues and possess exceptional minute taking skills, we are keen to hear from you!

The Department of Strategic Operations is recruiting an Executive Assistant to facilitate efficient and smooth operations in the management of the professional functions overseen by the Department.

Reporting to the Director of Strategic Operations, your main responsibilities in this multifaceted role will be to:

• Manage and maintain the DSO’s diary and email account
• Facilitate and maintain open and effective information flow between the DSO’s office, Heads of Professional Services, Academic departments, staff, and stakeholders
• Provide executive support to the Information & Data Committee, IT Portfolio Review Group, ad-hoc IT Committees and assist with other committees as needed
• Assist with the planning and co- ordination of arrangements for specific LSTM events and visits including for VIP’s
• Deliver continuity of service to the Board through effective management of meetings, understanding of timelines and requirements in advance and managing the teams’ deliverables as appropriate
• Creating/coordinating summary reports for the attention of Management Committee and the Board of Trustees
• Support with record keeping for Trustees terms of office, reappointment dates, committee membership etc.
• Manage all discretionary accounts, ensuring that the office functions in an efficient and cost-effective manner within allocated budgets

To apply for the role, you must demonstrate:

• Extensive experience working as an Executive Assistant or Personal Assistant in a large, complex organization
• Sound working knowledge and experience of complex diary management
• Experience of working in a confidential environment
• Experience of administering committees: organising meetings, preparing agendas, drafting of reports, and taking minutes
• Sound knowledge of English grammar and punctuation along with excellent IT skills including the use of databases

(Please refer to the Job Description and Person Specification for all details)

In return, we offer:

• 30 days annual leave, plus bank holidays, plus Christmas closure days
• Generous occupational pension schemes
• Government backed “cycle to work” scheme.
• Affiliated, discounted staff membership to the University of Liverpool Sports Centre
• Plus, a host of additional family friendly policies

Application Process:

Due to the volume of applications, we receive, we may close our vacancies early. It is therefore advisable to apply as early as possible if you would like to be considered.

Closing Date: 09 August 2023

Inclusion is central to our values at LSTM

We seek to attract and recruit people who reflect the diversity across our communities, regardless of sexual orientation, gender identity, ethnicity, nationality, faith or belief, social background, age and disability. LSTM selects candidates based on skills, qualifications, and experience.

We welcome conversations about flexible working; and applications from those returning to employment after a break from their careers.

About LSTM

Founded in 1898 and the oldest of its kind in the world, the Liverpool School of Tropical Medicine (LSTM) is an internationally recognised centre of excellence for teaching and research in tropical diseases. Through the creation of effective links with governments, NGOs, private organisations and global institutions and by responding to the health needs of communities, LSTM aims to promote improved health, particularly for people of the less developed/resource poorest countries in the tropics and sub-tropics.

Look at some of the great work we have achieved over the past year by viewing our annual report: LSTM Annual Report 2021-2022 | LSTM (lstmed.ac.uk)

LSTM actively promotes Equal Opportunities and Safeguarding Policies