Personal Assistant

SONICOM; Greater London; On-site; GBP 36,000 - 48,000; Full time

Benefits offered by this job

43 days’ annual leave

Generous pension schemes

Flexible working policy from day one

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 administrative support within the Division of Neuroscience, Department of Brain Sciences. You will support the Head of Division and work with senior colleagues and professional services teams to ensure smooth divisional activity across executive support, meetings, HR administration, and finance processes.

You will coordinate complex diaries, prepare papers, minutes, and action trackers, and help deliver

Qualifications

• 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 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.

Responsibilities

• 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.

Skills

Diary management

High-level admin support

Meeting coordination

Written & verbal communication

Discretion & confidentiality

MS Office proficiency

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

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.

What you would be doing

• 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

What we are looking for

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

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

This is a full-time post and a fixed-term maternity cover position, initially until January 2028.

The role is based at Hammersmith Campus within the Department of Brain Sciences, Division of Neuroscience, Faculty of Medicine.

If you require any further details about the role, please contact: Mariam Abo Hammad – [e-mail]

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.

If you encounter any technical issues while applying online, please don't hesitate to email us [e-mail]. We're here to help.

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.