Job Description

Reporting to the Executive Assistant to the CUO, the Business Assistant will provide day to day diary management and coordination support to the Heads of Departments and Directors (the "Senior Leaders").

This will include managing calendars, scheduling meetings and coordinating appointments, whilst acting as a primary point of contact for internal and external stakeholders on their behalf and be comfortable working in a fast-paced environment.

Key Responsibilities

Your other responsibilities will include but not limited to:

• Scheduling and coordinating a large volume of internal and external meetings, ensuring all necessary resources and documentation are available
• Assisting with meeting logistics including booking meeting rooms and organising any AV and catering requirements in advance
• Organising and managing team events, such as quarterly team building offsites and activities
• Assisting with travel arrangements via Concur including transport, accommodation (and visas) for domestic and international travel
• Processing and submitting expenses/mileage claims for the team via Concur
• Creating purchase orders to ensure goods and services are delivered on time
• Preparing PowerPoint presentations and other materials
• Following up and responding to invites on behalf of the team
• Working closely with and supporting the other EAs when required
• Providing cover for the EA when they are away
• Providing other general administrative assistance as and when required

Skills, Knowledge and Expertise

This is a traditional support role with a high volume of diary management and is suited to a candidate who has had previous experience working as a team coordinator or in a business support role managing multiple stakeholders in a fast-paced environment.

The successful candidate will also possess:

• Excellent verbal and written communication skills, with a strong attention to detail, good organisational and time management skills, and the ability to juggle multiple competing tasks and keep track of critical deadlines
• Proactive, dynamic, with a can-do attitude and the ability to be flexible as required
• Emotional intelligence, ability, and confidence to handle conflicting requests and build professional relationships with internal and external stakeholders
• Discretion and tact in dealing with clients and staff at all levels
• Positive and empathetic approach to others and capable of working as an integral part of a team
• Previous experience of using travel booking, meeting room booking, purchase order and expense systems (training will be provided)
• Excellent IT skills, highly proficient user of Microsoft packages including Outlook, Word, Excel and PowerPoint