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Executive Assistant

Hunter Merrifield
Job LocationLondon
EducationNot Mentioned
Salary30,000 - 36,000 per annum
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypePermanent , full-time

Job Description

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 ofprocesses and projects as required.Main ResponsibilitiesResponsibilities 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 SPECIFICATIONEssential: Experience in a similar roleExperience of organising meetingsDesirable: Experience of working in a professional body and/or membership organisationPrevious experience in Education administrationSkills and KnowledgeEssential: Excellent written and oral communication skillsGood level of written EnglishExperience of letter and report writingAble to process numerical dataHigh levels of competency in MS Office; Word, Outlook, Excel and PowerPointAccurate keyboard skillsDesirable: Minute takingExperience of using databasesExperience of using web-based publishing toolsPersonal AttributesGood interpersonal skillsWell organised with a strong attention to detailAble to work under pressure and meet deadlinesFlexible approach to workAble to work on own initiativeAbility to use initiative to solve problemsReliableAble to prioritise multiple projects and tasks.Additional InformationWorking 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 backgroundsand will ensure measures are met when required, to allow a fair process throughout.

Keyskills :
BudgetsExecutive SupportDirectorAdministrationtravelmeetingsminutesstakeholder relationship

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