Main Duties & Responsibilities

• Coordinate the administrative activities of the VC’s office. This includes working with administrative, academic, and professional services colleagues across the university, and extensive dealings with senior University staff and external stakeholders. 
• Provide executive-level professional support to the VC including managing sensitive and confidential matters with discretion and diplomacy. 
• Undertake the day-to-day management of the VC’s Office including but not limited to dealing with enquires, managing conference calls, ICT troubleshooting, logistics planning and diary management.
• Attend meetings with the VC on numerous University internal and external committees (including high-level committees such as the Board of Governors). The individual will be responsible for the preparation of minutes including tracking action items. 
• Coordinate special projects as assigned. 
• Prepare briefing papers, committee papers, travel itineraries, presentations, and speeches for the VC, conveying information in a concise, clear manner. 
• Act as the VC point of contact, developing and maintaining relationships with key internal and external stakeholders to encourage engagement with the University’s activities and ensuring the VC is briefed on all matters within the University requiring her attention. 
• Develop and implement administrative practices, systems, and procedures to optimise the efficiency of the Vice Chancellors office. 
• Ensure all correspondence from the VC office is professional, high quality and in line with the standards and expectations of the VC. 
• Provide an exceptional level of organisation for a busy, high-profile office, promoting a positive image of the University when dealing with internal and external stakeholders, getting it right first time. 
• Act as the key liaison for international dignitaries, the Board of Governors and the University’s Chancellor. 
• Support other Executive team members as directed by the VC.

Qualifications and/or Professional Development

• Undergraduate Degree.
• Postgraduate degree  
• Professional qualification 
• Confidently bilingual in English and Spanish

Previous Experience:

• Minimum of 2 years’ experience in a high
• level administrative support position. 
• Experience in coordinating and implementing projects. 
• Experience of working in an environment with a high degree of customer contact. 
• Experience in officering meetings and minute writing.
• Contributing to HE leadership i.e., through decision-making and/or committee membership. 
• Experience of working in a Higher Education environment. 
• Experience of organizing/managing events. 

Knowledge, Skills and Abilities

• Excellent attention to detail. 
• High-level interpersonal skills, including the ability to utilise diplomacy and build positive relationships internally across the University (staff, students, Governors). 
• Excellent planning, time management and organisational skills, including the ability to meet deadlines and manage multiple simultaneous projects, without compromising on quality. 
• Track record in managing sensitive and confidential matters with discretion and diplomacy. 
• Track record of refining administrative processes and using data to assess their effectiveness. 
• Personal agility, resilience, and ability to work under pressure. 
• Strong influencing and persuasion skills, effective with stakeholders at all levels. 
• Able to communicate information clearly, articulately, and confidently using a range of channels. 
• Effective IT skills including using Microsoft Office, and digital technologies. 
• Positive, enthusiastic, and customer
• friendly approach. 
• Excellent standard of written and spoken English. 
• Able to respond positively to challenging situations, use initiative and solve 
• Able to work with minimal supervision, independently or part of a project team. 
• Experience of coordinating complex projects from first principles to implementation. 
• A good understanding of the Higher Education sector and the social, political and financial context in which University’s operate. 
• Experience of working with the press and media.