Executive Personal Assistant



Job TitleExecutive Personal AssistantFaculty/ School/DepartmentHuman ResourcesResponsible to:Human Resources DirectorResponsible for:Job PurposeProvide a professional, proactive and confidential support service to a designated member (or members) of the Executive or other very senior manager. Executive Personal Assistants provide a high level of direct support, proactively dealing with a wide range of matters, sometimes highly confidential and / or urgent while demonstrating initiative and sound judgement. This encompasses responsibility for the effective day-to-day organisation of the Executive’s business with the requirement to work closely with other staff.Main activities and responsibilitiesDevelop and maintain administrative systems to support the activities of the designated Pro Vice Chancellor(s) Director(s), Executive Dean(s) or Senior Manager(s).Review, establish and manage systems and record keeping within the designated office, ensuring information is accessible and retained in an appropriate manner.Maintain a comprehensive and dynamic diary of appointments – arranging meetings and balancing competing priorities ensuring the degree of flexibility and responsiveness required within a busy schedule.Maintain a detailed calendar of priorities, deadlines and key events and proactively advise on impending deadlines.Prioritise, coordinate and arrange meetings including the preparation of briefing material, distribution of papers and agendas and taking forward any points of action, as required.Maintain records of work, issues pending and work in progress, and to prioritise work to meet both internal and external deadlines. In particular, to support the Executive’s responsibilities by maintaining appropriate files, bringing forward and pursuing issues and reporting regularly on progress.Collect, collate and present data on a variety of topics as required.Prioritise, initiate, respond to and redirect where necessary internal and external communications (including emails, letters and telephone calls) and arrange for other members of staff to represent the Executive when necessary.Liaise between members of the Executive and other senior officers, administrative and academic departments and external bodies, ensuring effective communication.Support various key governance and committee activities including the collation of information, preparation of papers and reports, maintaining confidential records, dealing with queries and full committee support as required. Provide support for a range of formal and informal meetings including identifying agenda items and producing an agenda, drafting routine papers and reports, organising the collation and circulation of meeting papers, producing minutes and identifying and monitoring follow up actions arising.Support the Executive’s external relation activities including the organisation of inward and outward visits and other events as requiredProduce a wide range of reports, letters, papers and presentations, drafting appropriate correspondence on own initiative.Assist the Executive in undertaking ad hoc projects, working on own initiative to research, prepare and present information as needed.May be required to supervise administrative / clerical / reception staff.Additional Key Requirements:CommunicationFrequent need to communicate effectively with a wide range of people, many at a senior level and to coordinate communications on behalf of a senior manager. There is a requirement for good interpersonal skills, empathy and the ability to flex communication style in order to communicate sensitive information or overcome barriers to understanding.TeamworkIt is expected that Executive Personal Assistants will have a keen customer focus and work collaboratively with colleagues to ensure that a responsive and effective administration service is provided within the University. This may include a degree of flexibility to work across different areas, provide assistance for a variety of senior staff and support colleagues at times of peak demand or to help cover holidays and other absence.Initiative, problem solving and decision makingSolve varied problems within own area of work such as determining which issues require the personal attention of the Executive, prioritising competing demands and managing conflicting deadlines.Work environmentBe aware of the risks in the work environment and their potential impact on their own work and that of others.Person SpecificationA degree or equivalent professional qualification. Equivalence may be accepted in lieu of formal qualifications through demonstrating comparable skills and ability to:Make decisions and solve problems in a complex environment.Assemble, evaluate and analyse information to inform sound municate effectively.Adopt a proactive and self-managing work style.A high level of literacy and numeracyExcellent IT skills including advanced knowledge of word processing, spreadsheet and presentation software packages, preferably Microsoft Word, Excel and PowerPoint. Significant prior experience of executive assistant or senior administrative roles including complex diary management.Significant demonstrable experience of managing an office.Experience of effectively managing electronic and paper based filing and information systems.Experience of servicing committees is also desirable. Experience of working in a higher education environment may be an advantage but is not essential.Excellent team working skills with the ability to work collaboratively and co-operatively with colleaguesExceptional interpersonal skills with an articulate, confident and diplomatic approach to communications and tact and discretion when dealing with sensitive issues.Ability to successfully manage relationships with a wide range of contacts both internal and external to the University.Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely minutes and records of agreed objectives and actions for follow up.Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy.Ability to work under pressure, meet tight deadlines and manage competing priorities on own initiative.Ability to draft a high standard of written correspondence on own initiative.Ability to deal with sensitive information and to maintain confidentiality at all time.A good understanding of information governance.Special requirementsAble to undertake duties at different premises including any University campus as required.May be required to work outside normal office hours to effectively support University operations and events.Expectations of all staffProfessional standardsAll staff employed by Birmingham City University are expected to exhibit high professional standards which promote and demonstrate the University’s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity.Equal OpportunitiesAll staff are expected to understand and enact the University’s commitment to ensuring equality and diversity in all activities. This commitment is enshrined in the Equality Statement and core values.Dignity at workEvery member of staff has a responsibility to ensure colleagues are treated with dignity and respect.The University is committed to creating a work environment for all staff that is free from harassment, intimidation and any other forms of bullying at work, where everyone is treated with dignity, respect and professional courtesy.Health and safetyThe arrangements for meeting the University’s health and safety objectives are contained in the Birmingham City University Health and Safety Policy. This includes the responsibilities of key staff and procedures covering the main activities of the University.All staff are expected to take reasonable care of themselves and those that may be affected by their actions.Dress codeThe University does not operate a formal dress code for its employees, other than for those who are provided with uniform and/or protective clothing. However, employees must ensure that their dress is professional, reasonably smart and appropriate for the situation in which they are working. All staff should ensure that they present a professional image and one that reflects sensitivity to customer perceptions. This may reflect their ethnicity and lifestyle, but should not be provocative or cause offence to those with whom they have contact.CitizenshipAll staff are expected to adhere to good citizenship, being generous with help and support to others, collaborating with colleagues and working for the benefit of the University as a whole. In particular working to provide a positive student experience and achieving excellence in all the University’s activities.This job description indicates the expectations of staff at this level. Job descriptions are not exhaustive and you may be required to undertake other duties of a similar level and responsibility. ................
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