Operations & Coordination

• Support the smooth day-to-day running of the department, including meetings, office operations, and administrative processes.
• Organise meetings, workshops, events, and presentations, including venue booking, AV requirements, catering, and logistics.
• Prepare agendas, take minutes, and monitor the completion of actions.
• Process expenses, purchase orders, and departmental expenditure in line with organisational policies.

Project & Strategic Support

• Provide project coordination support across key departmental initiatives and high-profile events.
• Maintain project trackers and monitor progress against deadlines and deliverables.
• Support the production of reports, presentations, briefing papers, and other documentation for senior leadership.
• Assist with research, analysis, and information gathering to support decision-making.

Relationship & Stakeholder Management

• Build strong working relationships with senior stakeholders, both internally and externally.
• Collaborate across departments to ensure effective communication and delivery of activities.
• Act as a trusted point of contact, providing continuity of support across the wider leadership team where required.

Continuous Improvement

• Review systems, processes, and ways of working to identify opportunities for improvement and increased efficiency.
• Support change initiatives and contribute to a culture of continuous improvement.

Key Requirements

• Significant Executive Assistant or senior administrative experience supporting senior leaders or executives.
• Proven experience managing complex diaries, travel arrangements, and high-level stakeholder relationships.
• Outstanding organisational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Strong project coordination experience with a proactive, solution-focused approach.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Advanced Microsoft Office skills, including Outlook, Word, PowerPoint, and Excel.

Why Apply?

If you're excited by the opportunity to support senior leadership within a globally recognised academic organisation and contribute to a dynamic and high-performing team, we’d love to hear from you.

CVs will be reviewed on a rolling basis—apply ASAP with your CV in Word format to avoid missing out.

At Prospectus, we are committed to supporting your application journey. We welcome applicants from all backgrounds and do not discriminate based on age, gender, disability, race, religion, sexual orientation, marital status, or pregnancy/maternity.