Details
1112479
University of Warwick
29/06/2026
12 Months
36.5hrs – Monday to Friday
Smart Casual
Pay
£16.46
£1.99
Description
Role
To provide consistent, high-quality administrative and coordination support within the University Executive Office, supporting senior leaders, Executive Office Coordinators, and the Executive Office Manager. The role is focused on the effective delivery of day-to-day administrative activities, including record keeping, logistical and meeting co-ordination, and, where required, diary management, contributing to a professional, responsive, and well-organised service for internal and external stakeholders.
The University Executive Office provides strategic and operational support to the University’s senior leadership. The Executive Office Administrator is part of a small, high-performing administrative team, working alongside Executive Support Coordinators to support multiple senior leaders. The role works closely with the Executive Office Manager to ensure effective coordination, clear communication, and robust administrative governance across Executive Office activities.
The role contributes to the effective operation of the University Executive Office by ensuring senior leaders are supported with accurate, timely, and well-coordinated administrative services. This enables efficient decision making and supports the smooth delivery of Executive Office functions across the University.
Duties and responsibilities
Information and Systems Management: Maintain accurate, well-organised electronic and paper records for the University Executive Office, ensuring information is managed, stored, and shared in accordance with university policies, governance requirements, and data protection standards. Support the effective use and consistency of administrative systems and shared document libraries across the Executive Office.
Administrative Support and Meeting Coordination: Provide reliable, day-to-day administrative support to the Executive Office, including assisting the support team and senior leaders with arranging meetings, preparing and circulating agendas and papers, taking accurate minutes, recording and tracking actions, and managing correspondence. These tasks form part of the general support provided to the team and are not the individual’s primary full-time responsibility.
Provide flexible cover for these activities during periods of team absence, such as sickness or annual leave, to ensure continuity of governance processes and consistent administrative support. Limited diary management may also be undertaken when required, in line with agreed priorities and procedures.
Meetings, Visits and Events Support: Support the organisation of internal and external meetings, visits, and events by coordinating room bookings, hospitality, travel arrangements and liaising with internal services and external stakeholders to ensure activities are delivered efficiently and professionally.
Financial and Office Administration Support: Undertake routine financial and office administration, including processing invoices and expense claims, ordering supplies, maintaining records, and supporting administrative processes such as recruitment and induction, in line with University procedures.
Communication: Regular communication with senior leaders, colleagues across the University, and external stakeholders via email, telephone, virtual platforms, and in-person. Communication is undertaken to coordinate meetings and visits, exchange information, resolve administrative queries, and ensure stakeholders are appropriately informed and supported.
Decision Making: Prioritising diary requests, scheduling meetings, and determining appropriate administrative actions within established procedures. Resolving diary conflicts involving multiple senior stakeholders or adjusting complex schedules at short notice while maintaining service standards.
Skills and experience
Essential
- Educated to GCSE level (or equivalent), including Grade C/4 or above in English and Mathematics.
- Experience providing administrative support in a busy office environment
- Experience supporting senior leaders or executives
- Strong organisational and diary management skills
- Ability to manage confidential and sensitive information with discretion
- Good working knowledge of Microsoft Office applications
- Excellent written and verbal communication skills
- Ability to prioritise competing demands and meet deadlines.
- Experience of financial or procurement processes.
- Experience within a higher education or large organisation setting.
Location
University Executive Office – Swallow House - Min 3 days a week on campus
Additional information
Job start date - 29.06.26 - 12 months