Personal Assistant to Deputy CEO

Main Responsibilities

• To be responsible for the effective organisation, administration and presentation of the office of the Deputy CEO and provide a comprehensive administrative and secretarial service using initiative in dealing with routine matters and making appropriate arrangements in respect of others.
• To manage office systems to ensure that documents, records and information can be quickly, effectively, discreetly and readily produced when required through the maintenance of comprehensive filing systems including spreadsheets and databases.
• To provide daily briefings, with associated papers, of tasks requiring action; maintaining a regular and timely flow of information and a bring forward system.
• To maintain an up to date action tracker, liaising with key staff as required to ensure timely completion of outstanding tasks
• To act as the initial point of contact for enquiries directed to the Deputy CEO via mail, e-mail, telephone and visitors to the office
• To act as an ambassador for the Deputy CEO using initiative, exercising tact and discretion, and maintaining a high level of confidentiality at all times, to ensure that sensitive, urgent and important matters are dealt with promptly and appropriately.
• To schedule business for the Deputy CEO and oversee the management of the diary to maximise the use of time against known priorities, scheduling appointments and travel arrangements, both nationally and internationally, when required.
• To conduct research as required by the Deputy CEO and to collate information and documentation as required for the preparation of papers, reports and presentations for meetings.
• To contribute to the drafting of agendas, papers, reports and presentations as required.
• To deal with, monitor and field incoming correspondence, emails and telephone communications; progressing matters, prioritising and identifying items of business for immediate attention ensuring that deadlines are adhered to, including the drafting of e-mails and letters on behalf of the Deputy CEO.
• To help coordinate the arrangements for visits by guests to the Executive Office as required, including making arrangements in respect of hospitality and travel and ensuring the CEO is fully briefed with relevant biographical information.
• To maintain full familiarity with the organisations administrative and academic structures and to ensure that processes and procedures are regularly reviewed, taking responsibility for the strategic development of administrative resources
• To maintain close liaison with senior staff
• To help organize and facilitate meetings and special events; scheduling and coordinating dates and times, venues, attendance, agendas, and facilities.
• To apply the Equality and Diversity Policy in their own area of responsibility and in their general conduct.
• To carry out any other duty commensurate with the role as may reasonably be directed by the Deputy CEO.

Requirements

• At least 5 years of experience directly related to the duties and responsibilities specified.
• Computer literacy and proficiency in Microsoft Office
• Attention to detail is a must as well as strong organizational skills
• Event planning experience
• Knowledge of planning and scheduling techniques.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Records maintenance skills.
• Skill in organizing resources and establishing priorities
• Ability to create, compose, and edit written materials.
• Knowledge of office management principles and procedures.
• Ability to coordinate and organize meetings and/or special events.
• Knowledge of academic administrative principles and procedures.
• An ability to manage confidential and sensitive information in an appropriate fashion.

Other Information

Standard benefits of employment at GBS include:
• 25 days annual leave, plus 8 public holidays
• 1-day extra leave per year of service, up to a maximum of 5 days
• Workplace pension scheme with NEST
• Tuition reimbursement for career development courses
• Cycle to Work scheme.
• Access to GBS “Life” - discounts platform, wellbeing centre and much more
• Reward and recognition programme
• £500 award employee referral scheme
• Discretionary annual performance bonus
• Specsavers eye care vouchers
• Access to a TOTUM discount card and eligibility for a Costco membership

The candidate will also be expected to demonstrate their commitment:

• to GBS values and regulations, including equal opportunities policy.
• the GBS’s Social, Economic and Environmental responsibilities and minimise environmental impact in the performance of the role and actively contribute to the delivery of GBS’s Environmental Policy.
• to their Health and Safety responsibilities to ensure their contribution to a safe and secure working environment for staff, students, and other visitors to the campus.

#LI-Onsite

#indeedmarch