Executive Assistant

Imperial Recruitment Group are delighted to announce that we are working exclusively with one of our high-profile clients Middlesbrough College to appoint an Executive Assistant on a 1 year fixed term contract (FTC) basis.

Job Title: Executive Assistant

Salary: up to £29,212 (DOE) + exceptional benefits

Location: Middlesbrough

Hours: Office hours, Monday to Friday, 37h pw.

The Executive Assistant will provide support to the Principalship and Senior Leadership Team - predominantly focussed on supporting the Principal/Chief Executive in their day-to-day activities and ad-hoc work requests. The Executive Assistant provides line management to the Principalship Support Team.

Main Duties and Responsibilities

• To carry out high quality ad hoc project work as requested by, and under the direction from the Principal/CEO.
• To provide effective line management support to the Principalship Support team, ensuring a high-level service is provided by the team, and that the team is well-supported.
• To provide an effective front of house service and act as key intermediary between the Principal/CEO and internal and external contacts at all levels, maintaining strict confidentiality and high level of tact and diplomacy.
• To lead on the organisation of large-scale events when appropriate - ensuring a high-quality visitor experience at all times when external visitors are involved.
• To provide a high quality secretarial and administrative service to the Principal/CEO, Principalship and wider SLT as required - including word processing, spreadsheet and presentation software.
• To maintain a high level of digital literacy, being fully competent in a wide range of IT packages, including the use of Microsoft Office 365 - particularly SharePoint and Microsoft Teams.
• To provide innovative suggestions to improve systems and processes, particularly where suggestions would make improvements to a more efficient and/or digital way of working.
• To maintain the Principalship/ CEO and wider Principalship's diaries and email systems with reference at all times to existing commitments and time management pressures. This will involve making appointments, organising internal and external visits and meetings and making any necessary travel and accommodation arrangements.
• To ensure a high-quality response to external communications on behalf of the Principalship, including the ability to use initiative when urgent issues arise. To screen out and / or refer on those calls which would be dealt with more appropriately by other senior managers or departments.
• To deal with all correspondence in and out of the Principal / Chief Executive's Office including progressing and follow up on matters referred. This will involve using initiative to draft reply correspondence, collating any useful information to assist in ensuring a quick response to any issues that arise, referring on correspondence and papers for other appropriate managers to deal with.
• To maintain and control an efficient electronic filing and key documentation retrieval function.
• To provide all secretarial/administrative and minuting responsibilities as specified by the Principalship - including the preparation and distribution of agenda and supporting papers for key management meetings. This will involve the ownership of meeting action plans, following up on outstanding meeting actions and liaison with the Chairperson of Groups/Committees. The ability to provide fast and accurate notes is a key skill
• To lead on the organisation and planning of events, for example College Staff Conferences, offsite management meetings and miscellaneous events, as and when required.
• To provide support to other sections of the College in the absence of other similar post holders where capacity allows - and give assistance at other appropriate times for example during the enrolment period.
• To foster and contribute to a pleasant and professional office environment, including sharing of good practice and pro-actively seeking training whenever required for self and team members. Including ensuring appropriate cover arrangements are in place, good sharing of work and training is in place and that any apprentice or new team member is supported and mentored effectively.

Requirements

• To have a minimum of a level 2 qualification.
• To have good Interpersonal, team working and customer service skills.
• To have very good written and oral communication skills.
• Ability to work under pressure and to tight deadlines and high customer/quality expectations.
• To be reactive to quickly shifting priorities in a fast-paced FE environment
• To have excellent digital skills.
• To have a strong customer focus, be polite and courteous and have a professional manner.
• To have a high attention to detail and be well organised.
• To commit to the safeguarding and promotion of the welfare of children, young people and vulnerable adults within the College.

For more information on this incredible opportunity please contact Adam Pearson at Imperial Recruitment Group.