Personal Assistant

Imperial College London; Greater London; On-site; GBP 32,000 - 42,000; Full time

Benefits offered by this job

43 days’ annual leave

Generous pension schemes

Flexible working from day one

Family leave packages

On-site leisure facilities

Cycle-to-work scheme

Season ticket loan

Job summary

Imperial College London is seeking an experienced Personal Assistant to provide high-level support within the Division of Neuroscience, Department of Brain Sciences, Faculty of Medicine. You will support the Head of Division and work with senior colleagues and professional services to ensure smooth divisional activity.

You will handle complex diaries, coordinate meetings, organise committees, and assist with HR, finance, and web content.

Qualifications

• Substantial experience providing high-level administrative or PA support in a busy office.
• Experience managing complex diaries and coordinating meetings for senior colleagues.
• Experience organising meetings and committees with papers and minutes.
• Strong written and verbal communication skills with diverse stakeholders.
• Excellent organisational skills and ability to manage competing priorities.
• A high level of discretion handling confidential information.
• Proactive, flexible and adaptable approach to changing priorities.

Responsibilities

• Provide comprehensive administrative and secretarial support to the Head of Division.
• Manage a busy diary, coordinate meetings and prepare papers in advance.
• Service meetings and committees, including agenda planning and minute-taking.
• Support seminars, events and visits for internal and external stakeholders.
• Assist with HR and recruitment administration, including onboarding.
• Support financial and operational administration, including expenses and purchases.
• Maintain divisional web content and provide staff support.

Skills

High-level admin support

Diary management

Meetings & committees coordination

Stakeholder communication

Organisational skills

Discretion with confidential info

Microsoft Office (Word, Excel, PowerPt

Tools

Microsoft Office

Job description

Are you an experienced administrator or Personal Assistant looking for a varied role in a busy academic environment? We are seeking a highly organised and proactive Personal Assistant to provide high-level support within the Division of Neuroscience, Department of Brain Sciences, Faculty of Medicine at Imperial College London.

In this pivotal role, you will support the Head of Division and work closely with senior colleagues and professional services teams to help ensure the smooth running of divisional activity. This is an excellent opportunity to contribute to a world-leading neuroscience environment while building your experience across executive support, meetings and events, HR administration, finance processes and research-related activities.

• provide comprehensive administrative and secretarial support to the Head of Division, acting as a first point of contact and managing a busy diary
• coordinate meetings and appointments, ensuring papers and information are prepared in advance
• organise and service meetings and committees, including agenda planning, minute-taking, action tracking and follow-up
• support seminars, events and visits, helping to deliver a professional and welcoming experience for internal and external stakeholders
• assist with HR and recruitment administration, including interview coordination, honorary and visiting researcher processes, and onboarding of new staff
• support financial and operational administration, including expenses, purchases and related processes
• maintain web content and provide administrative support to divisional staff and activities

We are looking for someone who can bring excellent organisational skills, sound judgement and a collaborative approach. You should have:

• substantial experience providing high-level administrative or Personal Assistant support in a busy office environment
• experience managing complex diaries and coordinating meetings for senior colleagues
• experience organising meetings and committees, including preparing papers, taking minutes and monitoring follow-up actions
• strong written and verbal communication skills, with the confidence to work with a wide range of stakeholders
• excellent organisational skills and the ability to manage competing priorities accurately and efficiently
• a high level of discretion when handling confidential or sensitive information
• strong Microsoft Office skills, particularly in Word, Excel, PowerPoint and Outlook
• a proactive, positive and adaptable approach, with the ability to anticipate needs and respond effectively to changing priorities
• 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 and resources to support your personal and professional .