The Role

Are you an experienced Executive Assistant, looking to enhance your communication and prioritisation skills?

The Research and Faculty Office (RFO) is responsible for providing HR, Research, Teaching and PhD support to the academic staff of London Business School. The Subject Areas consist of seven small teams led by the Deputy Director, RFO in close partnership with a senior faculty member in each Subject Area. Subject Areas provide key support such as: course administration, coordination of research events, processing expenses, managing casual workers, and providing administrative support to faculty and department.

The Executive Assistant role will provide operational support to the Managers of the Finance and Entrepreneurship Subject Areas in delivering their strategic plans as well as administrative of a team of ~ 6 faculty assistants each. This role will be required to collaborate with other School departments to ensure that a culture of continuous improvement is embedded.  

This role will be based on-site 4 days per week.

Main Responsibilities

• Actively managing time, ensuring accurate diary and meeting management, ensuring clear sight of what the priorities are for the day, week, or month, and ensuring important conflicts are resolved
• Primary point of contract for internal and external visitors, organising department events, considering diary commitments
• Support a team of faculty assistants to ensure administrative services are delivered efficiently and professionally
• Work closely with the Subject Area Managers in the recruitment and onboarding of new faculty and PhD students
• Support for internal and external meetings, agenda preparation, building presentations, note taking, and sending follow up communications
• Oversee logistical arrangements including booking venues, ordering catering, and effectively managing departmental meetings, e.g away days
• Ensure expenses are processed in a timely manner adhering to School policy, and oversee accounts and budgets on behalf of the department
• Support recruitment campaigns, coordinating schedules, booking space and overseeing the allocated budget
• Coordinate New Starters’ onboarding and induction programmes, and complete School processes relating to School Leavers
• Liaise closely with external contacts such as suppliers, academic referees, and external advisers

Who we are looking for

• Previous PA experience
• Excellent IT skills including Word, Excel and PowerPoint
• Experience of databases, web editing, and leading process improvement
• Ideally experience in Higher Education
• Excellent attention to detail, and time management and organisational skills
• A self-motivated, dedicated team player, with a proactive approach, acting as a “go-to person”
• Ability to work independently, and use own initiative
• Able to build and establish a good rapport with stakeholders at all levels
• Demonstrate customer service orientation and a high-level of interpersonal and communication skills
• Strong research and analytical skills, and strong writing/editing and proof-reading skills

Why London Business School

London Business School; a global and vibrant business community based in two of the world’s most dynamic cities, London and Dubai. It’s where extraordinary minds and diverse perspectives connect, to have a profound impact on the way the world does business and the way business impacts the world. We offer best in class hybrid learning to our students and participants, whilst creating a flexible, supportive and dynamic working environment for our people to excel in, whatever their location.

What you can expect from us

• Generous annual leave of 27 days plus extra between Christmas and New Year
• Generous pension package, 21.4% employer contribution (in return for employee enrolment and contribution)
• Free onsite gym and swimming pool
• Amazing range of professional development to support your career path
• Enhanced cycle to work scheme
• Wellbeing offering to support your physical, mental and financial health
• Up to 5 days volunteering leave or parent /carer emergency leave

All enjoyed in a Smart (hybrid) Working environment so we’re looking forward to discussing how, where and when you might work best to deliver in your new role.

Our commitment to driving inclusion and belonging

We are a globally reaching institution, committed to creating tangible and sustainable change in driving inclusion & belonging within our School, education and society at large. We are dedicated to creating an environment where everyone in our community feels they belong and thrive. This is a key school priority, and we want everyone who joins LBS to feel respected, welcomed, and heard.

Please note we start screening CVs and interviewing candidates from the start of a campaign. A successful candidate could progress to offer before the advertised closing date. We encourage you to apply as soon as possible if you are interested in any roles.

Closing Date – 20^th October 2023

London Business School