Executive Assistant
School Of Modern Languages
• Provide administrative support to the School Manager and the Head of School, including booking national and international travel arrangements, complex diary management and dealing with incoming communications via a variety of media.• Deal with queries on behalf of the School Manager and Head of School, including more complex queries, judging when to forward on or to involve others; raise issues of concern where necessary to ensure resolution of problems.• Plan and prioritise own work, responding to the priorities and needs of the School/Faculty as well as own responsibilities.• Ordering on Proactis, managing deliveries and goods receipting, following finance procedures, travel arrangements and assisting with financial queries.• Under the guidance of the School Manager, help with any recruitment the School is undertaking, printing off applications, setting up rooms, acting as reception for candidates.• Provide support with regard to the maintenance and management of the School’s offices and buildings. Tasks involve arranging recycling/disposal of furniture, office moves and following up ongoing issues with Estates/Maintenance.• Assist with organisation of School events, eg. Open days, school research seminars and graduation event.• Assist with communications for the School Manager and Head of School including greeting visitors, arranging catering etc.• Disseminate information to others as necessary and in a timely fashion.• Solve problems including those of a more complex nature, judging when to refer or involve others.• Co-operate with and offer mutual support to colleagues in the team, adopting a flexible approach to delivering work objectives.• Contact with all staff in the School, Faculty teams. Some contact with students. Suppliers of goods or services to the School. External callers eg. parents, funding bodies
