We are seeking a Personal Assistant to work as part of the Business Development team providing proactive, responsive and confidential personal assistance services to the Executive Director Business Development. The Personal Assistant will also undertake delegated Business Development administrative tasks to ensure the efficient and effective operations within the Business Development portfolio are met.
You will be well-known for your ability to multi-task, your practiced organisation skills together with an impeccable attention to detail. Problem solving and logistics around meetings and events will come naturally to you , as you will be an excellent communicator who can liaise and co-operate with colleagues and key stakeholders to achieve this. You will be an astute individual who can support and balance competing priorities for the Executive Director whilst keeping a positive, professional attitude through the busy times ahead.
UCOL’s Business Development portfolio has the Executive Director liaising directly with international and domestic stakeholders, requiring him to travel. To support him you will be experienced in the arrangement of international travel, entry VISA’s and the creation of itineraries. Being a strong confident communicator of will see you liaising with international stakeholders both visiting UCOL and whilst the Executive Director is abroad.
Some key responsibilities of the role include:
Managing the diary for the Executive Director Business Development to ensure schedules and workload operate effectively.
Arranging of international travel, itineraries and correspondence for both e Executive Director and International stakeholders
Ensuring the administration needs of the Business Development team are being met. Undertaking such other administrative tasks as the Executive Director requires to ensure the smooth running of the business unit and a consistent workload for the Personal Assistant/Executive Assistant.
Acting as secretary for committees and other meetings including preparing agendas and background papers, taking minutes and initiating follow up. Ensuring relevant documentation is assembled in anticipation of meetings.
Coordinating, compiling and producing reports and statistics using databases and spread sheets as necessary.
Organising workshops, conferences and other functions; handling the administrative side of meetings, teleconferences and seminars etc. held on behalf of the Executive Director Business Development.
Processing of purchase orders, invoices and journals and if required maintain a “commitment list” for JDE non-purchase orders.
Assisting the Executive Director Business Development in monthly financial forecasting processes as required.
The ideal candidate will possess:
Relevant personal assistant or administrative experience, preferably in a tertiary education environment.
A professional and customer focused approach to work (essential).
Excellent oral and written communication skills, together with the ability to define and articulate information.
Advanced user of the Microsoft Office suite of products.
