This is a newly created and pivotal role providing high-level, professional executive support to the Chief Executive & Principal of this award winning Academic Institution and the Senior Leadership Team (SLT). At a time of significant organisational change and opportunity, the postholder will play a central role in enabling the effective leadership and governance of the Colleges through the delivery of an outstanding Executive Support service.
The Senior Executive Assistant and Office Manager will have overall responsibility for the effective operation of the Executive Office, including line management and professional development of a small Executive Assistant team. The role requires exceptional organisational, communication and relationship-management skills, along with the ability to operate confidently in a fast-paced, high-profile environment.
Job Title: Senior Executive Assistant and Office Manager
Location: Birmingham
Salary: Circa £40,000
Contract: Permanent – 5 days in the office
Consultant: charley@lilyshippen.co.uk
Key Responsibilities:
Executive Support & Office Management
- Provide high-quality, proactive and confidential executive support to the Chief Executive & Principal, with oversight of executive support provision to the wider Senior Leadership Team.
- Ensure the efficient and effective delivery of all Executive Office services, including diary management, meeting coordination, preparation of papers, event planning and stakeholder liaison.
- Plan, prioritise and delegate work across the Executive Assistant team to ensure service excellence and timely delivery.
- Manage the day-to-day operation of the Executive Office, ensuring systems, processes and resources support efficient working.
- Oversee the preparation, coordination and follow-up of meetings, including agendas, minutes, action tracking and distribution of documentation.
Leadership & People Management
- Line manage the Executive Assistant team of 3, supporting performance, wellbeing and ongoing professional development.
- Work collaboratively with administrative teams across the Colleges to ensure consistency, alignment and best practice.
- Act as a role model for professionalism, discretion and service excellence.
Stakeholder Engagement & Communication
- Build and maintain strong, effective relationships with internal and external stakeholders on behalf of the Senior Leadership Team.
- Lead the preparation of high-quality presentations, reports, correspondence and briefing papers as required.
- Support and advocate for members of the Senior Leadership Team, enabling them to operate effectively.
Systems, Processes & Improvement
- Oversee and continuously improve systems and processes supporting executive service delivery, including room bookings, meeting preparation, events, hospitality and office supplies.
- Identify opportunities to improve administrative efficiency and implement service enhancements.
- Maintain accurate, secure and efficient digital filing and records management systems.
Events & Corporate Activity
- In collaboration with Marketing and other teams, support the organisation and coordination of high-profile College events, visits and ceremonies involving the Chief Executive and senior leaders.
- Participate in cross-College activities such as enrolment, open events, planning and development initiatives.
Person Specification
Experience:
Essential
- Significant experience in a senior executive support role within a medium to large organisation.
- Experience preparing complex documentation, reports and presentations.
- Strong experience sourcing, analysing and presenting information.
Desirable
- Line management experience and supporting the development of others.
- Experience working within the education sector or a similarly complex environment.
- Experience leading service improvement initiatives.
Lily Shippen is a leading recruitment agency, specialising in executive support and business support recruitment. We connect top talent with exceptional opportunities across the UK and internationally. Our expertise spans Executive Assistant, Personal Assistant, Office Manager, Chief of Staff, and HR recruitment, offering tailored solutions for businesses across various industries.
We recruit for permanent, temporary, and fixed-term contract roles across London, Manchester, Birmingham, Leeds, Cheshire, and beyond. Whether you’re seeking a new opportunity or looking to hire top talent, we’re here to help. If you’re an experienced Executive Assistant looking for a new challenge in a strategic role, we would love to hear from you.
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