Job Details
Executive Assistant
This is a new, exciting and high-profile role within the Provost office, with the opportunity to have a huge impact on delivering our ambitious goals for our students.
This role is responsible for supporting the Provost to stay organised with daily tasks and communication, managing the diary for internal and external meetings, organising the travel arrangements, and providing support to keep a smooth and efficient operation of the Provost’s office. It requires a proactive, can-do attitude, and skills in prioritizing tasks, data analytics skills.
The role is full-time on-site!
Main Responsibilities
- Extensive diary management, coordination of the Provost’s schedule, correspondence, managing calendars, travel arrangements and setting up internal and external meetings, and appointments.
- Work with the Provost and Faculty to centralise ownership of reports within the Provost Office
- Lead on managing new data projects from end to end, gathering requirements and delivering new reports.
- Support faculties in working with data teams to explain requirements for automated reports
- Support the leadership team members with queries, documents, Provost’s availability, and other relevant requests.
- Attend meetings and produce and circulate notes/minutes, assist in preparing reports, presentations, agendas, etc. as and when required.
- Coordinating with other Executive Assistants for setting up Senior Level events, including client meetings, conferences, company off sites, etc.; arranging venues, conferencing, hosting, and refreshments.
- Coordinating with Teams, minuting meetings, tracking actions, sharing information ahead of meetings, and ensuring that equipment, room bookings, catering, etc. are in place before meetings or events.
- Perform a variety of administrative tasks and support the company’s senior-level managers
- Traveling/working between/from different campuses if needed,
Requirements
- Substantial previous experience as an Executive Assistant, role preferably in corporate environment
- Excellent organizational and time management skills
- Discretion and confidentiality. Maintaining professionalism and strict confidentiality with information and strictly confidential matters
- Experience providing insight and analytics that can be used to inform strategic/operational planning and supporting the delivery of that planning.
- Experience in collecting, collating, presenting, and analysing complex data from multiple sources.
- Excellent verbal and written communication skills including drafting and compiling reports.
- Strong knowledge and competencies in MS Office 365 package including Word, Excel, PowerPoint, Outlook, Teams, SharePoint; Adobe InDesign
- Some experience working with Power BI and DAX
- Experience within HE is helpful but not required, (ideally in a multi partnership organisation) that leads to a good understanding of operational/business reporting requirements.
Other Information
The Executive Assistant will also be expected to demonstrate their commitment:
- to GBS values and regulations, including equal opportunities policy.
- the GBS’s Social, Economic and Environmental responsibilities and minimise environmental impact in the performance of the role and actively contribute to the delivery of GBS’s Environmental Policy.
- to their Health and Safety responsibilities to ensure their contribution to a safe and secure working environment for staff, students, and other visitors to the campus.
