Executive Office Assistant

About the Role

The Executive Office Assistant provides high-level, proactive and professional administration and business support to member of the University Executive Boards and other senior leaders.

The role operates as a trusted support partner, enabling executives to focus on strategic priorities by ensuring effective coordination, high-quality information flow, and robust governance processes.

Working with a high degree of autonomy and judgement within established University policies and ensures the smooth and effective operation of the Executive Office.

Executive support and prioritisation

Provide high-level administrative and business support to senior colleagues, proactively anticipating commitments and forward planning to ensure effective use of time. Prepare high-quality briefings and supporting documentation, manage complex correspondence with discretion, and maintain robust systems for tracking decisions and actions to ensure timely follow-up and delivery. Arrange and coordinate complex local, national and international travel, including booking flights, rail and accommodation, preparing detailed itineraries, and overseeing visa applications and associated documentation to ensure seamless travel and full compliance with relevant requirements.

Governance, committee and secretariat support

Coordinate the preparation and distribution of agendas and papers, ensuring appropriate quality assurance and adherence to governance standards. Attend meetings to take accurate and comprehensive minutes, capturing key discussions, decisions and actions, and maintain robust action logs to monitor progress. Ensure full compliance with governance timelines, reporting requirements and institutional standards.

Stakeholder liaison and communication

Act as liaison between Executive leaders and internal/external stakeholders; manage sensitive interactions with discretion.

Planning, coordination and delivery

Coordinate complex schedules, meetings, visits and events; ensure clarity of purpose and readiness; escalate risks and issues.

Information and document management

Maintain accurate document control, records management and filing in line with university requirements; curate executive information.

Financial, contract and compliance support

Coordinate expense claims, purchase orders, invoices and budget monitoring; support contract administration and sealing processes.

Continuous improvement and digital enablement

Identify opportunities to improve processes; support adoption of digital tools and hybrid meeting technology; share good practice.