Executive Assistant

About Adolescent Health Study

Adolescent Health Study (AHS) will be a new population study and data platform focusing on the biological and social developments that occur during adolescence. AHS will recruit around 100,000 young people, and will follow their health and wellbeing for a period of 10 years. The vision is to understand health trajectories and outcomes for young people, with a key focus on health equity.

Purpose of the post

The Executive Assistant (EA) will be a key member of the AHS team, providing high quality, professional, executive assistant support to the Director and administrative support to the senior team.

The successful candidate will be responsible for enabling the delivery of the AHS’s goals and will work across the organisation, interacting with the senior team, key partners, stakeholders and wider UK networks.

Main responsibilities

• Manage the Director’s complex and busy diary, co-ordinating senior team meetings.
• Monitor, prioritise, and respond to the Director’s emails, flagging urgent matters.
• Collate and prepare briefings for internal/external meetings and events.
• Produce presentation materials for conferences.
• Plan and arrange complex national/international travel, accommodation, itineraries, and visas.
• Organise events, workshops, and speaking engagements.
• Attend meetings, prepare agendas, record minutes, and action lists.
• Format and draft professional correspondence.
• Maintain and update the Director’s CV, publications, and biography.
• Reconcile expenses and process financial transactions in line with policy.
• Maintain contact records and distribution lists (internally and externally).
• Act as a key point of contact for the Director, senior team, and external partners.
• Build relationships across AHS teams and stay informed of organisational activities.

Knowledge, skills and experience

Essential

• Extensive experience of supporting executives and groups of people of increasing seniority and complexity.
• Extensive experience working in a global and fast-moving executive environment.
• Experience of managing complex national and international travel logistics, including creating travel itineraries which may require visa arrangements.
• Excellent organisational skills. Highly competent in planning and prioritising their workload to support multiple requests and changing priorities.  Adaptable and pragmatic, able to change direction quickly as priorities shift.
• Excellent written and verbal communication skills with the ability to communicate effectively and confidently with people at all levels. Ability to produce high quality reports in Word and PowerPoint. Ability to write high quality, concise and clear, professional emails.
• Working knowledge of Office 365, Zoom and/or Teams.
• Excellent interpersonal skills and ability to handle sensitive and confidential information.
• Ability to work accurately with attention to detail.
• Ability to work autonomously and make decisions without supervision.
• Excellent relationship building and networking skills.
• Ability to work as part of a team.

Desirable

• Experience of working in a research or academic environment.
• Experience of multidisciplinary team working.

 Application Process

To apply, please send a CV and a covering letter (max 500 words), outlining your suitability and current salary, to Jobs@gravitateHR.co.uk

Closing Date: 10th January 2025

Equal Opportunities Policy Statement

AHS is committed to being an equal opportunities employer. We ensure all applicants and employees are treated fairly, irrespective of gender, marital status, dependants, religion, race, disability, sexual orientation, or age. All recruitment decisions are made objectively and without discrimination.

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