Executive Assistant

CSExecAssistEduc_1659546000
£30000 - £36000 per annum

Managing this Role

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Claire Stevens

Principal Consultant 020 7759 7929

Claire Stevens is a principal consultant with over 20 years' experience in supporting various Charities, Institutes, and Membership Bodies within the Not-for-Profit sector, covering London and the surrounding areas.

Claire's extensive experience within the industry has enabled her to build strong relationships with her clients, built on trust and loyalty. Her knowledgeable background enables her to offer a personalised and consultative approach, offering advice and guidance at every stage in the recruitment process. 

She is passionate about making a real difference to the sector and giving something back by providing a great service to the clients and candidates she supports.

Great opportunity for an experience EA to work within a Professional Medical Body supporting the Director of Education by establishing and maintaining effective procedures and supporting the varied department activities and projects. Managing delivery of processes and projects as required.
Main Responsibilities
Responsibilities will include:

  • Diary management, ensuring the effective utilisation of time available
  • Arranging meetings which ensure the 'best fit' with all diaries and inform participants of arrangements made
  • Administer Directorate budgets as required - processing invoices and receipts and reconciling team credit card statements
  • Receiving and screening telephone calls, taking and passing on full and accurate messages
  • Handling correspondence (post and e-mails) and calls, responding directly to enquiries where appropriate ensuring that these contain high standards of spelling, grammar and presentation
  • Booking travel and accommodation ensuring that the best rates are negotiated and that all arrangements are confirmed and appropriate information is forwarded to the correct person
  • College Fellowship application management
  • Ensure application process is followed
  • Maintain panel
  • Facilitate decision making and feedback to the applicant

Education and Standards Committee secretariat

  • Scheduling meetings and ensuring that papers, agenda and minutes are prepared and disseminated in a timely way, following up actions where necessary
  • Assisting in preparation of papers and presentations for this (and other College Committee) meetings

Coordination of Education team processes

  • Administrative oversight of panel membership, coordinating meeting scheduling, panel member recruitment and expiry across the department
  • Support for delivery of processes at peak times; including production and redaction of panel and other documentation
  • Coordination of and support for review and revision of key regulatory documents as required for internal and external purposes

Stakeholder relationship coordination and support

  • Liaise with members and stakeholders on relevant College projects, for example, setting meetings, securing volunteers and representatives
  • Contribute to enquiry and stakeholder management via telephone, post, shared email boxes and CRM and other systems
  • Arrange transport and couriers as needed
  • Administrative support
  • Providing any other meetings support including taking minutes, facilitating discussion groups, and preparing presentations
  • Providing secretariat support to Schools Council including taking minutes at monthly meetings and act as returning officer for elections
  • Carrying out as directed general secretarial, administrative and office duties.


PERSON SPECIFICATION
Essential: Experience in a similar role
Experience of organising meetings
Desirable: Experience of working in a professional body and/or membership organisation
Previous experience in Education administration
Skills and Knowledge
Essential: Excellent written and oral communication skills
Good level of written English
Experience of letter and report writing
Able to process numerical data
High levels of competency in MS Office; Word, Outlook, Excel and PowerPoint
Accurate keyboard skills
Desirable: Minute taking
Experience of using databases
Experience of using web-based publishing tools
Personal Attributes
Good interpersonal skills
Well organised with a strong attention to detail
Able to work under pressure and meet deadlines
Flexible approach to work
Able to work on own initiative
Ability to use initiative to solve problems
Reliable
Able to prioritise multiple projects and tasks.
Additional Information
Working hours including any flexible hours and hybrid working available (3 days a week in the office). However, the post holder may on occasion be required to work late and applicants should therefore have some flexibility with regard to working hours.
The post may include some UK travel.

We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.