Executive Assistant to Head of Department

University of Cambridge; Cambridge; On-site; GBP 30,000 - 45,000; Full time

Job summary

The University of Cambridge is seeking an experienced Executive Assistant to support the Head of Department of Clinical Biochemistry. This role involves supervising an administrative team, managing communications, and ensuring smooth office operations. Ideal candidates will excel in a fast-paced environment and possess exceptional organizational and communication skills.

Qualifications

• Proven success as a Personal or Executive Assistant.
• Experience in developing administrative processes.
• Outstanding written and verbal communication skills.

Responsibilities

• Supervise the Administrative Support team of 6 people.
• Provide executive support to the Head of Department.
• Manage communications with senior members and arrange programs for visitors.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Discretion

Education

Experience in a high-energy research environment

Tools

Microsoft Office Suite

Job description

Executive Assistant to Head of Department

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Job Details

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Pay Range

This range is provided by University of Cambridge. Your actual pay will depend on your skills and experience — talk with your recruiter to learn more.

Role Description

We are seeking an experienced and reliable Executive Assistant responsible for the day-to-day running of the office of the Head of Department of Clinical Biochemistry, including overseeing administrative procedures. The role includes direct supervisory responsibility for all members of the Administrative Support team. If you thrive in a fast-paced environment, excel at multitasking, and possess exceptional communication skills, we want to hear from you!

Responsibilities

1. Supervise the Administrative Support team of 6 people, ensuring smooth processes and departmental support, including effective management of reception and fostering a strong customer service culture.
2. Provide executive support to the Head of Department, manage diaries, coordinate complex meetings both in Cambridge and externally, and oversee follow-up activities.
3. Manage communications with senior members of the University, NHS, and other institutions. Arrange programs for visitors, including high-profile researchers, from various sectors.
4. Coordinate office processes to ensure smooth operations of the Director's office, initiate and update procedures to improve services.
5. Oversee expense processing for the Director and visitors, assist with grant documentation, and arrange annual appraisals.
6. Lead projects on behalf of the Director and Business and Operations Manager, including research, data presentation, and liaising with senior stakeholders.
7. Foster a positive, proactive leadership role within the Professional Services Team.

Requirements

• Proven success as a Personal or Executive Assistant, preferably in a high-energy research environment.
• Exceptional organizational and time management skills with a strong ability to prioritize and meet deadlines.
• Experience in developing and reviewing administrative processes and systems.
• Outstanding written and verbal communication skills, capable of engaging with senior-level individuals.
• Proficiency in Microsoft Office Suite and essential software tools.
• Meticulous attention to detail and commitment to accuracy.
• Discretion in handling confidential information and sound judgment.
• Adaptability to changing priorities and ability to shift gears smoothly.
• Based within Addenbrookes Hospital on the Cambridge Biomedical Campus.
• Experience in a research environment; experience at Cambridge University is a plus.

Additional Information

If you possess these qualities, we want you on our team! Click the 'Apply' button below to register and submit your application online.

For informal enquiries, contact Sophie Beresford, Business and Operations Manager at [e-mail]. For application process questions, contact the Clinical Biochemistry HR Team at [e-mail].

Closing date: Sunday, 01 June 2025. Interviews: Friday, 06 June 2025.

Please include how you meet the criteria and why you are applying on the online application, along with your referees' contact details.

Successful candidates will undergo a criminal records check, health assessment, and security check. Quote reference RG46003 in your application.

The University promotes equality, diversity, and inclusion and encourages applications from all sections of society. All employees must be eligible to work in the UK.

Additional Details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industry: Education