Executive Assistant

About You:

You are an experienced Executive Assistant (EA) with a proven track record of providing high-level support in an academic or similar environment. You excel in managing complex electronic diaries, demonstrating independent judgment to prioritize tasks and accommodate shifting priorities. Your skills in acting as a Secretary for senior committees, crafting agendas, taking precise minutes, and ensuring follow-up actions are completed, set you apart. Exceptional communication skills enable you to liaise effectively with colleagues, partners, and stakeholders on behalf of the Head of School (HoS). As the first point of contact, you ensure all interactions are handled with professionalism. Your organizational prowess extends to planning conferences, managing probationary /appraisal processes, and supporting recruitment cycles. Your commitment to confidentiality, problem-solving abilities, and systematic approach to work are key.

About the Role:

As an EA, you will support the HoS by managing their electronic diary, prioritising their schedule, and coordinating with relevant parties. You will act as Secretary for various school committees, creating agendas, taking minutes, and ensuring follow-up actions are completed. Your responsibilities include organizing and facilitating conferences, events, and high-profile meetings, including booking travel, venues, and catering, as well as ensuring IT support. You will manage probationary and appraisal processes, oversee academic recruitment cycles. Additionally, you will handle communications within the school, organize travel for the HoS, and take responsibility for space planning tasks. You will work collaboratively to identify procedural improvements and support the recruitment, selection, induction, and probation of staff. Your role is pivotal in maintaining smooth operations and ensuring the HoS and the School Management Team are supported efficiently.

About the School

The School has approximately 100 academic staff, 45 administrative and technical staff and 45 postdoctoral research staff. There are around 1800 undergraduate and taught postgraduate students and 220 PhD students. The staff and student body are international in make-up. We also hold a Bronze Athena SWAN Charter for Women in Science and is a registered member of WISE.

About Queen Mary

At Queen Mary University of London, we believe that a diversity of ideas helps us achieve the previously unthinkable.

Throughout our history, we’ve fostered social justice and improved lives through academic excellence. And we continue to live and breathe this spirit today, not because it’s simply ‘the right thing to do’ but for what it helps us achieve and the intellectual brilliance it delivers.

Our reformer heritage informs our conviction that great ideas can and should come from anywhere. It’s an approach that has brought results across the globe, from the communities of east London to the favelas of Rio de Janeiro.

We continue to embrace diversity of thought and opinion in everything we do, in the belief that when views collide, disciplines interact, and perspectives intersect, truly original thought takes form.

Benefits

We offer competitive salaries, access to a generous pension scheme, 30 days’ leave per annum (pro-rata for part-time/fixed-term), a season ticket loan scheme and access to a comprehensive range of personal and professional development opportunities. In addition, we offer a range of work life balance and family friendly, inclusive employment policies, campus facilities and flexible working arrangements.

Queen Mary’s commitment to our diverse and inclusive community is embedded in our appointments processes. Reasonable adjustments will be made at each stage of the recruitment process for any candidate with a disability.

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