Executive Assistant - Grade 5 Liverpool, England
Job description
This is an incredibly exciting time to join the University of Liverpool. With a new Vice Chancellor, the Libraries, Museums, and Galleries (LMG) have a central role in delivering on the university's regional, national, and global ambitions. With our internationally significant collections, expert staff, and strong track record of research and learning services, the university's libraries, museums, and galleries are well positioned to meet the changing needs of our users. To prepare us for the future, we are reviewing our processes and ways of working in order to build on these strong foundations and break new ground.
As an Executive Assistant you will provide a high level of professional support to the Executive Team, as well as building and maintaining close networks with academic and professional services colleagues in Faculties and Central Professional Services departments to co-ordinate activity. You will also possess strong communication and interpersonal skills and be able to demonstrate ownership of your personal workload. As we develop our Planning & Resources team, you will work closely and support other support staff within this area to ensure the provision and continuity of adequate business support and contribute to a strong team-focused ethos.
To support us in this work, LMG are seeking a motivated and proactive member of staff to join our Planning and Resources (P&R) Team in the role of Personal Assistant. The P&R Team support the effective operational management and functioning of LMG
This role will be integral in providing support to the Executive Team to enable the strategic planning, project delivery and good governance of LMG. It will be a pivotal role as we re-orientate the department to realise our future ambitions.
Responsibilities:
Work to meet the needs of the Executive Team, completing actions on own initiative or as directed
Full diary management for the Executive Team ensuring all paperwork for meetings are shared within a timely fashion in advance of meetings.
Ensure a good secretariat service including preparation of agendas, circulating paperwork, inviting attendees, organising room bookings and refreshments, minute-taking and dissemination.
Provide supervision, guidance and direction to a small Business Support Team through allocation of tasks through monitoring performance and providing feedback.
Takes personal responsibility for discharge of particular area(s) within Planning & Resources who support Governance, Risk management, Finance and Human Resources.
Deal with a range of enquiries and pass on messages and information as required, in an accurate and a professional manner dealing with confidential and commercially sensitive information appropriately
Establish and maintain appropriate administrative systems and effective communication channels with relevant stakeholders.
Communicates and ensures that arrangements for the various aspects of our operations are in accordance with University policy and complies with the requirements of the relevant University procedures, draws the attention of Senior Managers to potential difficulties.
You will have 3 GCSE'S Grade C or above (or equivalent) including English Language.
The University has the right to close the vacancy early if it is deemed that there have been enough applications received
