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Expired Vacancy
Executive Assistant

LWAI - Lacy West Art International




Please note that this vacancy has expired and you can no longer apply.

Our client, a leading institute of arts higher education, is seeking an Executive Assistant for their CEO. The position reports to the CEO and the Director’s office, and will provide first level professional support, enhancing the CEO’s capacity to add value to the institute.

The ideal candidate will be positive and resilient, with a sense of humour and boundaries, warm, approachable, and presentable.

Role Specification

Work to prioritise tasks, projects, meetings and calls, managing priorities in the short, medium and long term. Provide supporting material in advance of deadlines to pre-empt needs and requests.
Work closely with Executive Assistants in other locations to ensure the schedules of senior colleagues are aligned.
Manage a full diary in such a way as to enable the CEO to manage their time effectively, coordinating activities, and ensuring that the CEO does not become overcommitted.
Make administrative and hospitality arrangements for visitors.
Draft emails and other correspondence, minutes, and briefing documents. Format rough drafts and prepare slides for formal presentations, determining style and layout appropriate to the content, purpose, and intended audience.
Help prepare and map out annual academic calendars.
Oversee and initiate communications, and act as a link between the CEO and other staff.
Maintain the CEO’s profile both online and in person by securing invitations to key events, maintaining their network, and following up with contacts.
Manage and maintain budget and expense lines relating to the director’s office with the finance team. Track expenses, generate first draft of annual budgets, update the CEO on spend, availability of budget, and savings as appropriate.
Collect and collate information as required, investigate background to issues and problems on behalf of the CEO.
Manage correspondence and phone calls.
Oversee delivery and management of events, receptions, and book launches as well as other projects.
General miscellaneous administrative support as required.

Person Specification

A commitment to understanding both the general and educational culture of the institute through working closely with the CEO and key staff and stakeholders.
A commitment to understanding and engaging with an education framework and its processes.
High level interpersonal skills including; discretion, diplomacy, tact, firmness when necessary.
Organisational skills; ability to prioritise work, meet deadlines, schedule both engagements and time to read papers etc.
Excellent spoken and written communication skills.
Ability to work under pressure and manage conflicting priorities, handling a number of tasks at the same time.
Self-starter able to work on own initiative and with speed and precision; able to follow up issues and chase action without prompting; handle unexpected issues in the CEO’s absence in an appropriate manner and solve problems.
Ability to recognise sensitive and political issues and to act accordingly; to spot impending problems and alert the CEO; to judge when to seek advice and when to take action on own initiative.
Flexibility: the ability to be adaptable and provide cover where and when necessary.
Analytical skills; ability to research issues; networking skills; numeracy and a good grasp of budgetary principles.
IT skills; proficient use of Outlook, Word, Excel, PowerPoint, Internet.

 

This position, which is a Maternity Cover, is looking to begin no later than 3 December and will last for at least 10 months.

Salary £45k-£50k pro rata.

 


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