Personal Assistant

Gray & Associates Recruitment Services
London, UK
13 Sep 2019
23 Sep 2019
Contract Type
Full Time
Personal Assistant - £15.01ph plus Hol Pay - Central London

Start ASAP until middle of October Initially

We are recruiting for an experienced Personal Assistant to join one of London's leading Universities. If you have previous experience gained within a Higher Education institute in a similar post, we'd love to hear from you!


Duties and responsibilities

* Provide dedicated administrative assistance to Vice Deans, selected senior academic staff and line manager

* Provide daily papers and itineraries etc. In advance of meetings

* Proof read correspondence, documents and journals

* Financial activities such as processing orders and expenses

* Provide assistance on specialist projects

* Co-ordinate and negotiate with senior colleagues and manage conflicting demands in order to fit in to the schedule of Line Manager and designated staff

* Assist members of the team with issues that may be confidential and sensitive

* Provide support for research, enterprise and teaching activities such as preparation of papers, research grants, producing PowerPoint presentations, lecture notes and newsletters

Office Management

* Provide a first point of contact for staff, students, visitors and external agencies

* Establish and maintain filing and office systems

* Provide cover for colleagues during periods of absence, or assist with peaks in workload in other areas

Meetings and Committee Servicing

* Assist Line Manager and designated staff with the servicing of committees

* Co-ordinate and provide project and other information at meetings

* Maintain committee documentation

* Organise meetings on behalf of the wider Engineering Sciences faculty office team

Events and Liaison

* Assist with the organisation of events and liaise and communicate with external contacts

* Maintain databases for events such as invitation lists and expenditure


* Proven experience of providing effective PA support in a complex organisation

* Experience of servicing and taking notes of meetings, and ability to transcribe notes accurately and clearly.

* Experience of processing invoices and expenses

* Experience of organising committees and meetings

* Experience of organising and managing events

* Experience of working with limited supervision and taking responsibility for meeting service standards and agreeing targets and workloads

* Computer literacy and familiarity with the Microsoft suite

* Good interpersonal skills

* Ability to answer telephone enquiries and draft correspondence

* Ability to use Powerpoint to co-ordinate presentations on behalf of others

* Ability to proof read correspondence on behalf of others

* Proven experience of working as a creative and proactive member of a team

Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity

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