Role
The University of Surrey are recruiting an Executive Assistant for the Chief Financial Officer.
The post holder will provide a high level of professional and efficient executive and administrative support to the Chief Financial Officer and Senior Management Team, working as part of the Senior Management team in specific areas playing a key role in assisting with the effective operational management of the Finance and Procurement department(s). They will be required to assist with key business objectives and priorities, as required, under the direction of the Chief Financial Officer. This could involve, supporting, leading and/or managing key strategic ad hoc projects on behalf of the department.
You will also be expected to provide general office manager responsibilities. Acting as a first point of contact for a broad spectrum of services provided by the Finance and Procurement department(s).
The role is to start around the 27th of January for 3 months.
£19.72 - £24.12 per hour depending on experience.
£2.38 - £2.91 per hour holiday pay.
Monday- Friday 9am-5pm. There is flexibility with the start/end times and the option to work from home on a Friday.
Duties and responsibilities
- High level diary management for the Chief Financial Officer.
- Manage the outlook inbox of the Chief Financial Officer, flag important emails, assist with ensuring timely replies, draft suggested responses and action email instruction without prompt
- High level executive and administrative support to the Chief Financial Officer, assimilate detailed information, prepare written summaries, presentations etc and forward planning for year ahead
- Managing and prioritising Chief Financial Officers ‘to do’ list to ensure all internal and external deadlines are met
- Detailed minute taking and administration of meetings
- Coordination of meetings with external guests and visitors
- Organisation and maintenance of online filing system
- Ensure the Chief Financial Officer is advised on time-sensitive issues and ensure appropriate follow up or response on their behalf
- Handle confidential and sensitive information in a professional and appropriate manner
- Handle correspondence, emails and phone calls sensitively, confidentially and courteously
- Provide annual leave cover to IT and HR EAs when required
- Preparing and submitting personal expenses
- Co-ordinating domestic and international travel arrangements, including visa applications and producing detailed itineraries
This list is not exhaustive.
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Skills and experience
Essential criteria.
- Significant vocational experience, demonstrating development through involvement in a series of progressively more demanding relevant work/roles, and the acquisition of appropriate professional or specialist knowledge.
- Ability to maintain a helpful manner and professional standards in all situations.
- Good working knowledge of MS Office, including Word, Excel, Outlook and PowerPoint.
- Flexible on occasion to work outside of normal office hours, if required.
Desirable criteria.
- Degree, HND, NVQ 4 qualified or equivalent in relevant subject/relevant formal training, plus a number of years' experience in similar or related roles.
- Experience of minute taking.
- Experience of website maintenance.
- Experience of the Higher Education sector.
Location
University of Surrey
Additional information
Department / Team Duties
- Assisting the members of the top and middle tier senior management team (c8) with various ad-hoc tasks including arranging meetings, arranging workshops, liaising with visitors and preparation of board papers
- Coordination of key business objectives in line with the Universities wider strategy – determining priorities and contributing to planning and delivery
- Co-ordination of departmental team meetings (c70 staff) and events
- setting agendas, arranging guest speakers and preparing slides
- Maintenance of the Department’s web pages and creation and upkeep of the Department’s quarterly Newsletter
- Procurement of goods and services on behalf of the Finance Department, via purchase requisition and purchase card
- Onboarding of new staff from creation of job description and organisation of interviews to preparing induction schedules
- Greeting visitors and guests including arranging visitor parking permits and sending detailed directions
- Act as one of the key contacts between Finance and the wider University. Assist with ensuring a high-level customer service experience for stakeholders – be a point of call for any ad-hoc Finance queries or concerns from members of EB and their EAs
- Co-ordination and tracking of essential staff training
- Coordination of annual appraisal round – including ensuring HR information is circulated, meetings are arranged and documents are submitted in-line with the relevant deadlines
- Managing department leave and absence logs for all staff
- Ensuring general upkeep of office environment including ordering stationery, refreshments, distributing incoming post and arranging couriers
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