International Relations Assistant

SONICOM; Greater London; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

43 days’ annual leave

Generous pension schemes

Flexible working policy

Job summary

Imperial College London’s International Relations Office is seeking an International Relations Assistant to support data and planning, budgets, and stakeholder engagement across Imperial Global hubs. You will help maintain the Dynamics CRM records, coordinate seed fund activities, and assist with events and high-level visits.

You will join a 20-person team within the Strategic Engagement Division and contribute to delivering Imperial’s global strategy with flexible, proactive support across

Qualifications

• A Level standard education or proven equivalent relevant experience.
• High level of expertise with Microsoft Office applications.
• Previous experience in a higher education, government, professional services, or similar environment.
• Experience of coordinating or supporting seed funds or other funding programmes.
• Experience providing excellent administrative support to support a high-profile initiative.
• Experience using a customer relationship management (CRM) database.
• Experience organising meetings, agenda setting, taking minutes, and maintaining meeting documentation.
• Experience of budget administration.
• Experience managing conflicting deadlines and priorities.

Responsibilities

• Supporting the IRO Operations, Data and Planning Officer and Senior Project Manager in maintaining accurate records on our Dynamics CRM database for Imperial Global hubs.
• Working with the Imperial Global hub teams on engagement with stakeholders.
• Supporting seed fund activities and providing administrative support for all seed fund related activity.
• Undertaking finance tasks and supporting budget monitoring and forecasting.
• Providing administrative support for all working groups and committees relating to Imperial Global.
• Supporting contracting arrangements relating to Imperial Global.
• Supporting the recruitment process for all roles relating to Imperial Global.
• Providing logistical support for major IRO events and high-level visits, including room bookings, catering, itineraries, briefings and on-the-day coordination.

Skills

CRM data management

Event coordination

Budget monitoring

Stakeholder engagement

Administrative support

Education

A Level or equivalent

Tools

Microsoft Office

Job description

The International Relations Assistant roleis an exciting opportunity to play an important part in the running of a busy and fast paced International Relations Office. You will provide administrative and co-ordination support to ensure the effective and efficient running of Imperial College London’s Global science and technology hubs, including maintaining the customer relationship management database and a seed fund offering grants to applicants across all faculties at the university.

You will also be part of a wider team supporting IRO's broader Imperial Global portfolio, which spans international strategic partnerships, programmes and regional engagement.

What you would be doing

Your responsibilities will include:

• Supporting the IRO Operations, Data and Planning Officer and Senior Project Manager in maintaining accurate records on our Dynamics CRM database for Imperial Global hubs.
• Working with the Imperial Global hub teams on engagement with stakeholders.
• Working with IRO colleagues to promote seed funds and activities of awardees and providing administrative support for all seed fund related activity.
• Undertaking finance tasks and supporting the Senior Project Manager with budget monitoring and forecasting.
• Providing administrative support for all working groups and committees relating to Imperial Global.
• Supporting contracting arrangements relating to Imperial Global.
• Supporting the recruitment process for all roles relating to Imperial Global.
• Providing logistical support for major IRO events and high-level visits, including room bookings, catering, itineraries, briefings and on-the-day coordination.

What we are looking for

This is an important operational position where you will use your excellent data management, organisational, events and communication skills to support the IRO team to deliver an important part of Imperial’s strategy.

As a member of a 20-person team, and part of a wider Strategic Engagement Division, the International Relations Assistant should welcome change and be prepared to work flexibly across different team activities as they will be expected to support a wide range of administrative and operational business processes.

You should be able to demonstrate:

• A Level standard education or proven equivalent relevant experience.
• High level of expertise with Microsoft Office applications.
• Previous experience of working in a higher education, government, professional services, or similar environment.
• Experience of coordinating or supporting a seed fund or other funding programme.
• Experience of providing excellent administrative support to support a high-profile initiative.
• Experience of using a customer relationship management (CRM) database.
• Experience of organising meetings, agenda setting, taking minutes, and maintaining meeting documentation.
• Experience of budget administration.
• Experience of managing conflicting deadlines and priorities.
• Willingness to work proactively as part of a team, readily supporting colleagues in times of high pressure.
• Strong organisation skills with excellent standards of accuracy, consistency and attention to detail.
• Ability to work independently and manage own workload to tight deadlines.
• Excellent oral and written communication skills, with the ability to present information effectively, give positive input to discussion at meetings and contribute to written communications.
• Excellent interpersonal skills and to build and maintain good working relationships with a wide range of people at all levels of seniority.
• Ability to deal with high levels of ambiguity and adapt to changing situations in a considered and calm manner.
• Ability to work persistently and patiently towards the delivery of long-term goals, engaging enthusiastically and positively with others to gain commitment and deliver on desired outcomes.

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 43 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

If you require any further details about the role, please contact:

Attached documents are available under links. Clicking a document link will initialize its download.

Please note that job descriptions are not exhaustive, and you may be asked to take on additional duties that align with the key responsibilities mentioned above.

We reserve the right to close the advert before the stated closing date, should we receive a high volume of applications. It is therefore advisable that you submit your application as early as possible to avoid disappointment.

About Imperial

Welcome to Imperial, a global top-ten university where scientific imagination leads to world-changing impact.

Join us and be part of something bigger. From global health to climate change, AI to business leadership, here at Imperial we navigate some of the world’s toughest challenges. Whatever your role, your contribution will have a lasting impact.

As a member of our vibrant community of 22,000 students and 8,000 staff, you’ll collaborate with passionate minds across nine London campuses and a global network.

This is your chance to help shape the future. We hope you’ll join us at Imperial College London.

Our Culture

We work towards equality of opportunity, to eliminating discrimination, and to creating an inclusive working environment for all. 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 web pages .

Proud signatory of the Armed Forces Covenant. We welcome applications from the Armed Forces community.

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