Executive Assistant

Reporting to: Principal
Hours: Full time
Contract: Permanent
Salary: £39,076 – £42,819 per annum (including London Weighting)
Location: London, based onsite

About BAJ

With a mission to provide an environment where creativity is nurtured, innovation is encouraged, and sustainability is practiced, for more than two decades the British Academy of Jewellery has been providing pioneering training and inspiration to the next generation of jewellers, entrepreneurs and creatives of all abilities and backgrounds in London, Birmingham, Nottingham, Sheffield, and Leicester. During this time, we’ve grown from a small school set up beneath a jewellery shop to a respected, world-class institution offering accredited courses. With a new Principal and Board of Governors, the Academy has a reinvigorated sense of purpose and is entering an exciting new stage in its development.

Role Overview

We are seeking an outstanding Executive Assistant to join the Executive Office at the British Academy of Jewellery (BAJ). This is a pivotal role providing high-level administrative and executive support to the Principal and the Chief Operating Officer, enabling them to deliver BAJ’s strategic objectives effectively.

The post holder will manage complex professional schedules, travel, and high-quality correspondence, while acting as a trusted partner to senior leaders operating in national and global contexts. This role requires a highly experienced executive assistant with exceptional organisational skills, sound judgement, discretion, and the ability to anticipate and resolve issues before they arise.

You will thrive in a fast-paced environment, balancing competing priorities with confidence and professionalism, and will demonstrate a strong commitment to making a positive impact within the Higher Education sector.

This role is fully onsite and requires working in the office five days per week.

Key responsibilities

The Executive Assistant will:

• Provide exceptional executive support to the Principal and COO, including complex diary management, travel logistics, and forward planning to support delivery of strategic objectives.
• Liaise with colleagues and stakeholders across BAJ to ensure senior leaders are fully briefed and prepared, demonstrating excellent horizon scanning and anticipation of priorities.
• Manage senior leaders’ correspondence, assessing priorities, drafting responses, and ensuring effective information flow and escalation where appropriate.
• Handle highly confidential and sensitive matters, including HR-related issues, with discretion and awareness of reputational implications.
• Bring urgent and complex matters to senior leaders’ attention, offering practical solutions for resolution.
• Prepare high-quality written materials including reports, briefings, papers, and presentations, demonstrating excellent written and verbal communication skills.
• Undertake research and analysis, producing data-driven briefing materials and recommendations to support informed and timely decision-making.
• Support the coordination of institutional-level and VIP visits, managing all logistical arrangements.
• Provide high-level meeting support, including agenda management, minute taking, action tracking, and distribution of papers.
• Act as a professional and welcoming first point of contact for internal and external stakeholders, including high-profile individuals and organisations.
• Manage expenses and credit card reconciliations in line with academy policy.
• Maintain effective electronic filing systems to support collaborative and efficient working.
• Provide secretariat support to working groups, supporting agenda-setting and follow-up in line with strategic priorities.
• Contribute positively to the working culture of BAJ, embodying its values and building strong relationships across the organisation.

Person specification

Essential qualifications

• Honours degree or equivalent qualification.

Essential skills and experience

• Proven, extensive experience supporting a senior executive in a complex organisation.
• Demonstrable experience of complex diary management and prioritisation.
• Excellent written and verbal communication skills, with experience producing high-quality reports and briefings.
• Experience of servicing meetings and committees, including handling confidential information with diplomacy and discretion.
• Strong organisational skills, with the ability to manage multiple priorities accurately and to deadlines.
• Ability to act decisively, use initiative, and apply creative problem-solving skills.
• Absolute commitment to confidentiality and professionalism.
• Ability to build trusted relationships and command confidence with senior leaders, colleagues, and external stakeholders.

Desirable

• Knowledge of current challenges within the Higher Education sector.
• Experience of managing or coordinating staff or teams.

Safeguarding

BAJ is committed to safeguarding and promoting the welfare of young people and vulnerable adults. The successful candidate will be required to undertake a Disclosure and Barring Service (DBS) check.

Equality, diversity and inclusion

The British Academy of Jewellery is an Equal Opportunities Employer. We are committed to creating an inclusive environment where diversity is valued, and everyone is supported to thrive and achieve their full potential. We welcome applications from all sections of the community.

Job Types: Full-time, Permanent

Pay: £39,000.00-£43,000.00 per year

Work Location: In person