Executive Assistant London, England
Job description
London School of Science & Technology (LSST) is a higher education provider with around 6000 students and campuses across (London/Wembley, London/Elephant and Castle, Luton, Birmingham/Digbeth, and Birmingham/Aston) and all campuses are in popular areas and are easily accessible by public transport. LSST is a higher education institution that prides on providing high quality education to individuals from all background, abilities and aspiration to fulfil their potential through learning, achievement and progression.
Job Purpose:
To provide administrative and secretarial support to the Senior Management team with emphasis on the use of discretion, good judgement, sensitive interpersonal skills and good literacy are essential criteria.
Key Responsibilities (not limited to):
- Acting as first point of contact for the Senior Management team.
- Screening all telephone calls on behalf of the Executive and to respond to incoming calls in a polite and professional manner ensuring calls are diverted to the appropriate dept when necessary
- Managing the Executive diary, scheduling meetings, ensuring the Senior Management team are reminded of important tasks and deadlines.
- Facilitating arrangements for meetings involving the Executive Department, including catering and room preparation.
- Attending all LSST (and associated companies) meetings as the designated minute taker producing and circulating timely and accurate action points and minutes, as appropriate
- Ensuring that all documentation produced and proofread is:
- Accurate as per the content of the meetings and/or LSST policies and procedures
- Designed as per LSST specifications and templates inclusive of accurate page numbering, headings and captions
- Conforms to English (British) spelling and writing styles
- Consistent, relevant to the educational environment and well formatted
- Providing support to the Quality Dept as and when needed
- Being involved in marketing and external events providing support when required
- Visiting and auditing campuses and sites on behalf of the Executive ensuring areas of concern are highlighted to the Senior Management and monitored
- Operating office equipment inclusive of but not limited to; photocopiers, printers, phone systems, computers, laptops etc.
- Implementing and maintaining procedures/administrative systems, compiling and preparing reports, presentations and correspondence, record keeping, filing, scanning and photocopying.
- Coordinating office activities and operations to ensure efficiency and compliance to company policies.
- Overseeing and reviewing the work of other departments
- Be willing to undergo professional training; to research appropriate training and be willing to attend internal and external courses, as well as providing feedback on any training undertaken.
- Undertake any other duties that may reasonably be requested appropriate to the grade and responsibilities of the post.
Person Specification:
- Educated to degree level or equivalent professional related qualification
- Experienced minute taker ideally with shorthand/speedwriting skills
- Effective communication and interpersonal skills with a proven ability to respond positively and proactively to colleagues and external contacts
- Discreet with an understanding of the need to maintain confidentiality
- A minimum of two years’ experience of working in an office environment
- Excellent organisational and time management skills and ability to work with minimum supervision.
- Strong IT literacy, excellent knowledge of MS Office and office management software
- An understanding of the education and training sector
- This Role will require some travel across sites therefore access to a vehicle would be useful and the ability to travel at short notice
Job Types: Full-time, Permanent
Benefits:
- Company pension
- Employee discount
Schedule:
- Monday to Friday
Work Location: In person
