Job Description

To provide PA and a high quality professional administrative support to the WMG Executive Team.

DUTIES AND RESPONSIBILITIES

1. As a key contact in the WMG Executive office, the post holder has a variety of responsibilities, including:

 

• Complex diary management for members of the Executive Team, working with the wider University PA team to arrange meetings between WMG and members of the University Executive

• Proactively assisting and supporting the WMG Executive Team with major projects and activities, which will have regional, national and international reach

• To manage email/mail, responding to requests for information, processing expense claims, supporting requisition requests through OPeRA (the University purchasing portal), acting as first point of contact for the group, screening correspondence, drafting correspondence for the Executive Team, preparing presentations, and responding to queries

• Developing and maintaining comprehensive electronic and paper filing systems for the Executive Team

• Proactively produce briefing documents in advance of meetings and events

• Provide support with Executive and Departmental Meetings, including preparation of agendas, providing briefing documents and circulation ahead of the meeting, take minutes at Executive and other departmental meetings and ensure that they are compliant with departmental governance guidelines

• Preparing necessary paperwork involved with WMG’s Senior Salary Review paperwork

• Arrange and coordinate the Performance Development Reviews for Executive Team Members

• To manage boardroom bookings and VIP parking requests

• To support the Chief Operating Officer on Management Information Systems

• Support Chief Finance Officer on financial compliance activities

• To be responsible for managing travel arrangements for the Executive Team. This includes searching for appropriate flights, trains and accommodation, liaising with the travel agent, placing the booking, making relevant visa arrangements, liaising with WMG Finance, issuing tickets and ensuring that arrangements are correct

2. To analyze data and communicate findings on a monthly dashboard or via other reports.

3. To play an active role as part of the WMG Executive Office PA Team, contribute towards process improvements, provide support during busy periods and absence, and ensure a professional PA service to WMG

4. General administration/ support to include, but not limited to:

• To provide cover for the Executive Office and Relationships Manager as required
• To provide cover for the PA to the Dean
• To provide support for a range of communications and marketing activities, such as organizing and coordinating external events, setting up and organizing internal communication channels for staff and providing market research to assist with strategic projects
• To work with other members of WMG on coordinating VIP visits and events to organize or support events, workshops, seminars and meetings with a range of internal and external delegates (including VIP visits). This includes scheduling dates, booking rooms or venues, organizing speakers, setting up IT/AV equipment, arranging catering, organizing marketing material, providing support and guidance for international delegates, assisting with expenses and attending the event to ensure the smooth running of the event.

Required Knowledge, Skills, and Abilities