Project Team Adminstrative Assistant

This is an exciting opportunity to join a newly established Strategic Programmes and Change Team at the heart of Imperial College, London working on the OPUS Programme. Imperial is global top-ten university with a world-class reputation in science, engineering, business, and medicine.  Imperial provides a first-rate environment for a skilled executive assistant who wants to excel and support a dynamic and fast-moving team.

Imperial is focused on delivering ever better and more effective student and staff services, whilst continuing to improve its operational efficiency.  To deliver this, the College requires a modern and effective operating model that:  transcends HR, Finance and Research Administration functional silos to deliver streamlined and consistent ways of working across all faculties, departments, and support services, transforming the experience of all users; and is agile to take advantage of new and improving ERP technology to transform providing a robust foundation for the College’s future strategic ambitions and growth.  The OPUS Programme was established to support the design and delivery of this new operating model and the selection and implementation of the new ERP technology over the coming years.

You will provide administrative support to the OPUS Programme team. This is a pivotal and busy role where you will be required to work across a broad range of programmes and projects. Flexibility and a high level of personal judgement is therefore key to ensure the administrative support provided to the team is efficient and effective.

 This role will support a newly established team and therefore be expected to set up systems and processes that deliver high quality administrative support.

This role is ideal for you if you feel you are super organised, calm, an adept anticipator and you think on your feet. The work will be varied and provide you with opportunities to excel.

Duties and responsibilities

Working with the OPUS Programme Director some of the post holder’s time will provide essential governance administration support to the Programme Board, which will involve liaising with senior College leaders to ensure the smooth running of Board meetings. You will be a proactive, highly organised, digitally capable, self-starter who is adaptable and able to work efficiently with a range of stakeholders, both independently and collaboratively.

Provide administrative support to the OPUS Programme Team including Organising office and team events, provide support to the team where required to oversee the logistics of meeting schedules, including planning, and circulating agendas,

Research, collate, organise, and edit material for inclusion in presentations, reports, and other documents for internal audiences in line with College guidelines and standards. 

 Anticipate and identify the support requirements of the OPUS Programme Director in the team in response to changing needs or circumstances and liaising with staff throughout the team as necessary. 

Support the team with office financial administrative tasks, including record keeping, dealing with invoices, and raising purchase orders. 

 Liaise with ICT and Telecoms on behalf of the team for the provision of computers and mobile phones, i.e., ordering equipment, maintaining asset records and monitoring bills. 

Manage the team’s shared drive and email boxes, including access permissions and folder management, and maintaining a filing system for both paper and electronic files and correspondence. 

Provide technical support to committee meetings and assistance with setting up meeting rooms including audio-visual (AV) equipment, as and when required. 

 Critically you will maintain confidentiality and handle sensitive information with discretion.

Essential requirements

• Educated to A level or above, vocational qualifications or equivalent. 
• Excellent standard of numeracy, literacy, and communication skills 
• Prior experience as an executive assistant or in a similar administrative role
• Excellent verbal and written communication skills with good attention to detail 
• Good interpersonal skills
• Experience of projects and meetings and/or committee arranging and servicing 
• Excellent knowledge of MS Office applications (Word, Excel, PowerPoint, and Outlook) 
• Ability to simultaneously manage multiple varied activities and prioritise tasks and manage multiple deadlines

Further information

Hybrid working may be considered for this role.  Staff working in roles that are suitable for hybrid working will normally be expected to work 60% of their time onsite. The opportunity for hybrid working will be discussed at interview.

More information is available on the following web page: Work Location Categories (from 30 September 2023) vacanciesin.eu Administration and support services vacanciesin.eu Imperial College London

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