Executive Assistant and Operations Officer

Imperial College London; City Of London; On-site; GBP 46,000 - 57,000; Full time

Job summary

A prestigious higher education institution is seeking an experienced Administrator to support the Department of Chemical Engineering. Responsibilities include managing schedules, coordinating events, and handling sensitive information. Candidates must have a degree, strong administrative experience, and excellent interpersonal skills. This full-time position offers competitive salary and generous benefits.

Benefits

41 days’ annual leave

Generous pension schemes

Flexible working policy

On-site leisure facilities

Cycle-to-work scheme

Interest-free season ticket loan

Qualifications

• Educated to degree level or equivalent.
• Previous administration experience is essential.
• In-depth experience of developing administrative procedures.

Responsibilities

• Provide high-level administrative support to the Head of Department.
• Manage diaries, meetings, and critical communications.
• Coordinate departmental events and training activities.

Skills

Organisational skills

Interpersonal skills

IT skills

Judgment

Discretion

Education

Degree or equivalent

Job description

About the role

An exciting opportunity has arisen for an experienced Administrator to join the Department of Chemical Engineering to provide daily, high-level support to the HoD, Executive Committee members (EXEC), the Director of Operations (DoO), and the Administration and Staffing Manager (ASM) across a broad range of essential activities.

What you would be doing

This position involves handling complex and confidential matters, requiring the post holder to demonstrate exceptional judgment, discretion, and responsiveness, as well as strong organisational and interpersonal skills.

A key responsibility is delivering professional and personal administrative services to the HoD and the EXEC, acting as the primary point of contact for a wide range of issues. Typical duties include managing HoD files, overseeing diary and meeting arrangements, coordinating internal communications, booking rooms, circulating information, preparing presentations, arranging catering and travel, processing expense claims, and raising purchase orders.

The post holder will also provide vital support to the DoO in coordinating Departmental events, training activities, and both short and long-term projects. Additionally, they will assist with the organisation and administration of the Departmental Committee meetings, as well as the bi-annual meeting of the external Strategic Advisory Board.

What we are looking for

You will join a friendly and hard-working team working with other administrative staff to deliver a high quality administrative support service as part of a busy and vibrant office.

Educated to degree level or equivalent, you will be highly motivated with excellent organisational skills and have the ability to interact confidently with staff, visitors and students at all levels. You will work independently and proactively, have excellent administrative skills, as well as a flexible approach to work and problem-solving, demonstrating excellent attention to detail and with well-developed interpersonal skills.

Previous administration experience is essential, along with in depth experience of following and developing a range of administrative procedures. Previous experience in higher education or the public sector is essential. You should have strong IT skills.

What we can offer you

• The opportunity to continue your career at a world-leading institution and be part of our mission to use science for humanity.
• Benefit from a sector-leading salary and remuneration package (including 41 days’ annual leave and generous pension schemes).
• Access to a range of workplace benefits including a flexible working policy from day one, generous family leave packages, on-site leisure facilities and cycle-to-work scheme.
• Interest-free season ticket loan schemes for travel.
• Be part of a diverse, inclusive and collaborative work culture with various staff networks and resources to support your personal and professional wellbeing.

Further Information

This is a full-time post (35 hours per week).

If you require any further details about the role, please contact: Leah Grey – [e-mail]

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Our culture

We work towards equality of opportunity, eliminating discrimination and creating an inclusive working environment. We encourage applications from all backgrounds, communities and industries, and are committed to employing a team that has diverse skills, experiences and abilities. You can read more about our commitment on our webpages.

Our values are at the heart of everything we do and everyone in our community is expected to demonstrate respect, collaboration, excellence, integrity and innovation.

£46,614 to £56,345 per annum inclusive