Secretariat Manager - Executive Assistant
Circa £50,000 per annum
Maternity Cover - 6 / 9 + Months FTC (Maternity Cover)
London, Hybrid
The Secretariat Manager will lead the Executive support function, ensuring seamless and customer-focused service delivery. The post holder will provide direction to the Executive support team, maintain high-quality service for the Executive team, and resolve workload pressures by implementing system improvements and conducting regular reviews of employee performance.
Additionally, the role will directly support key Executive members (typically the Vice-Chancellor and Deputy Vice-Chancellor), managing their workflow, tracking reports, deadlines, drafting correspondence, and arranging appointments, while also offering project management support.
Duties and Responsibilities:
- Team Leadership: Lead the Secretariat team, providing guidance and direction to ensure high-quality executive support that aligns with organisational strategies.
- Workflow Management: Oversee and actively manage incoming departmental work, contributing personally to the team's efforts.
- Staff Development: Manage, develop, and support the Executive Assistants and Governance Manager, ensuring team growth and performance.
- Policy and Procedure Enforcement: Develop and enforce systems, policies, and procedures to optimise productivity within the Secretariat.
- Executive Support: Provide comprehensive support to the Executive team, including managing diaries, inboxes, travel, hospitality, and filing.
- Meeting and Event Coordination: Organise executive committees, meetings, and events, handling all logistics such as venue booking, AV setup, minute-taking, and external contracts.
- Communication: Draft and prepare high-quality correspondence and communications on behalf of the Executive Team.
- Stakeholder Management: Handle inquiries from suppliers, partners, and stakeholders, becoming a key contact for the Executive team.
- Project Management: Lead and manage projects for the Executive, ensuring successful delivery and reporting on outcomes.
- Data and Systems Management: Maintain and develop spreadsheets, databases, and information systems to support Executive needs.
- Partnership Development: Assist in managing a high-level partnership and relational contact database for the Executive.
- Budget Monitoring: Collaborate with Professional Services staff to monitor budgets and provide financial and statistical reports for the Executive.
- Meeting Administration: Act as clerk for Executive team meetings, including setting agendas, distributing papers, and following up on action points.
- External Relations: Support the development and maintenance of links with educational institutions and industry, both nationally and internationally.
- Hospitality and Visitor Management: Welcome and host a range of visitors, arranging hospitality as needed.
- Technology Utilisation: Leverage information and communication technologies to enhance organisational effectiveness.
- General Duties: Perform other duties as required, collaborating with colleagues to achieve organisational goals.