View Vacancy -- Executive Assistant LMS 2778

This role supports the LMS Director and Head of Operations in providing administrative support for all aspects of their work. This is a key role providing vital support, often working autonomously, using creative problem-solving skills in novel situations.

Working Relationships

The post holder will work closely with, and be directly responsible to the Director and Head of Operations and will act as a link with LMS Administration and Imperial College London.  The post holder will also have regular contact with Programme Leaders and Operational staff across the Institute.

Main Duties:

• Management of the Director’s and Head of Operation’s diaries; proactively managing their schedules to optimise time usage. This includes independently resolving complex diary clashes and prioritising high-level engagement without constant supervision. Helping with the Director’s diary to accommodate a balance between scientific research activities and strategic commitments in the LMS and the wider MRC/UKRI 

• Liaison with internal and external contacts at all levels, including acting as the first point of call for internal and external visitors for the Director and Head of Operations 

• Anticipate needs by providing appropriate paperwork documents (agendas, speaker bios and background documents) well in advance of all meetings, attaching documents to electronic diaries 

• Monitoring of the Director’s research grants, budgets and expenditure and helping with arrangements during senior recruitments. Maintaining and updating information to brief the Director on all aspects of management of external funding for their group 

• Drafting and preparing correspondence, proof reading and editing letters and documents 

• Management of the Director’s and Director’s group members and visiting collaborators travel arrangements, including booking travel and hotels, producing itineraries and processing expense reimbursements

• Organising meetings and LMS seminars, including internal logistics such as catering and AV, alongside inviting external speakers, managing travel, expenses and coordinating schedule

• Handling enquiries, taking messages and relaying appropriately, referring to appropriate staff where required 

• If needed, provide administrative support to the wider SLT, including the Entrepreneur-in-Residence and the two Deputy Directors 

• Liaising with attendees of internal LMS Group Head meetings ensuring agendas are prepared and disseminated in good time and writing timely and accurate minutes where appropriate and ensuring actions are completed in a timely fashion 

• Keeping the Director informed of day-to-day developments and urgent matters while they are away from the office 

• Acting as director’s delegate for administrative approvals, including the oversight of annual leave request and staff expenses for the director’s group and wider institute members 

• Maintain confidentiality and high security standards regarding sensitive institutional information  

• Any other duties as deemed job-related by the Director and/or Head of Operations

Education / qualifications / training required (will be assessed from the application form):

 Essential:

• Education to at least A Level standard

Previous work experience required (will be assessed from the application form and at the interview):

 Essential:

• Significant experience as a PA/administrator to an executive position, preferably in a similar role
• Experience in the academic or public sector

 Desirable:

• Experience in a scientific environment

Knowledge and experience (will be assessed from the application form and at the interview):

 Computer skills

 Essential:

• Experience with word processing, databases, spreadsheets and electronic diaries

 Desirable:

• Experience with graphic design software such as Adobe Illustrator, PowerPoint or Canva

Organisation and project management skills

 Essential:

• Ability to plan, prioritise and organise tasks and activities to achieve clearly defined objectives and hit deadlines
• Experience of arranging meetings and larger events such as conferences
• Experience of diary management and scheduling

Personal skills / behaviours / qualities (will be assessed at the interview):

 Essential:

• Good time management skills and an ability to deal with constant interruptions and alterations to daily priorities
• Ability to grasp issues and react to problems that arise
• Experience of working independently and taking responsibility for own work with limited supervision
• Effective team member willing to contribute, but respectful of the roles and experience of others
• Excellent written and oral communication skills
• Confident and at ease in dealing with a wide variety of people at all levels.
• Diligent with good attention to detail
• Professional manner showing tact, diplomacy and discretion

 Desirable:

• Demonstrable commitment to continuous professional development

Applicants should submit a CV, names and contacts of two references along with a cover letter stating why you are applying for this role (providing evidence against the requirements of the job as per the job description and person specification). Applications without a cover letter will not be accepted. Please quote reference number LMS 2778.

Please note that applications may be reviewed by both LMS and Imperial staff