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Executive Assistant & Project Manager - job post

London School of Science and Technology (LSST)
3.0 out of 5
Kendal Avenue, London W3
£40,000 - £60,000 a year - Permanent, Full-time

Job details

Here’s how the job details align with your profile.

Pay

  • £40,000 - £60,000 a year

Job type

  • Permanent
  • Full-time

Shift and schedule

  • Flexitime
  • Monday to Friday

Location

Kendal Avenue, London W3

Benefits
Pulled from the full job description

  • Company events
  • Employee mentoring programme
  • Flexitime
  • Free parking
  • Health & wellbeing programme
  • On-site parking
  • Private medical insurance

Full job description

Background & Summary of Role

The London School of Science & Technology (LSST) is one of UK’s leading, largest and fastest growing independent higher education provider with over 8000 students, 6 campuses and 3 university partnerships. LSST has ambitious global expansion and regional growth plans to achieve a total student population of 15,000 students, establish new UK and overseas campuses, as well as acquire degree awarding powers and university status.

LSST is seeking a dynamic Executive Assistant & Project Manager to support LSST’s growth, further our mission and vision, and join our team that is passionately committed to transforming lives through the power of education. The Executive Assistant & Project Manager will provide comprehensive, proactive and confidential support to the CEO, Board of Governors and the Executive team. This dynamic position requires project management experience, exceptional organizational skills, excellent interpersonal and communication skills, with the ability to think critically, work with a high level of professionalism and confidentiality, and multitask effectively in a fast paced academic environment.

Responsibilities

The three primary responsibilities of the Executive Assistant & Project Manager include:

1) Executive assistance
2) Project management
3) Communication & coordination

1) Executive Assistance:

  • Provide comprehensive administrative support to the executive leadership: assist with special projects, manage calendars, schedule meetings, produce meeting minutes, draft agendas; develop, compile, and distribute presentation materials and coordinate travel arrangements, as well as complete expense and mileage reports.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive team, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the Executive team’s style and organization policy.
  • Work closely with the Executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive team updated. Anticipate the Executive team’s needs in advance of meetings, conferences, etc.
  • Conduct research, prepare and review documents, proofread, create reports and presentations for the executive team, ensuring accuracy and confidentiality.
  • Assist with the coordination and planning of board meetings, conferences and other high-level events. Provide event management support as requested.
  • Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
  • Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
  • Provide hospitality to all guests and help to create a welcoming environment.
  • Invest in building long-lasting relationships both externally and internally.
  • Other projects/duties as assigned for the overall benefit of the organization.

2) Project Management:

  • Oversee and manage key projects within the institution, ensuring their successful completion within agreed budgets and timelines.
  • Coordinate project activities, resources, and stakeholders, facilitating effective communication and collaboration.
  • Monitor project progress, identify risks and issues, and implement mitigation strategies to ensure goals are met.
  • Prepare regular project status reports, highlighting key milestones, risks, and achievements for senior management.

3) Communication and Coordination:

  • Facilitate effective communication and coordination across departments and teams, ensuring seamless information flow.
  • Collaborate with various stakeholders to gather reports, requirements, provide updates, and resolve issues related to projects.
  • Coordinate and organise meetings, workshops and training sessions.
  • Serve as a liaison between the executive leadership and staff members, ensuring timely and accurate dissemination of information.
  • Assist with the preparation and distribution of internal communications, and announcements.

Requirements

  • Bachelors degree preferred and minimum 3 years of relevant experience, preferably in higher education
  • Experience in Marketing, Business Development & Partnerships, or quality assurance is desirable.
  • Candidate MUST have a valid UK driving license
  • Significant executive support experience, including supporting C-level executives.
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Strong verbal and written communication skills.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, students and university partners.
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Excellent judgment is essential.
  • Ability to switch gears at a moment’s notice.

Job Types: Full-time, Permanent

Pay: £40,000.00-£60,000.00 per year

Benefits:

  • Company events
  • Employee mentoring programme
  • Flexitime
  • Free parking
  • Health & wellbeing programme
  • On-site parking
  • Private medical insurance
  • Sick pay
  • Work from home

Schedule:

  • Monday to Friday

Supplemental pay types:

  • Performance bonus
  • Yearly bonus

Work Location: In person

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