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Executive Assistant

Requisition ID:  24725

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  22-Nov-2022


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


What’s in it for you? Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.


Newcastle is an inclusive global University community where everyone is treated with dignity and respect.  As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains colleagues from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


Salary: £27,131 to £31,411 per annum, depending on experience.


Closing Date: 08 January 2022


The Role


We have an exciting opportunity to join the Operations Team based within Newcastle University’s Finance Hub. The Hub is a large team of skilled and experienced colleagues who manage the financial business activities of the University. We provide a professional and proactive service to our students, colleagues and stakeholders. We are committed to supporting the personal and professional development of our team.

We are seeking a motivated and organised Executive Assistant to provide high level executive support to the Finance Hub’s Senior Management Team by identifying and anticipating needs, managing communications and managing the flow of business in and out of the Senior Management Team. You will provide support for one or more senior managers, at least one of whom will be a member of Executive Board. This exciting opportunity is to support the senior management team with a broad range of responsibilities.    


We are looking for applications from colleagues who have experience of working with senior managers, along with proven organisational skills and the ability to effectively multitask and prioritise.  We are particularly keen to hear from colleagues who can be proactive and work independently as well as part of an established team of colleagues. 


If you have the required skills, ambition, and experience to work in a large and diverse environment, we would like to hear from you.


To apply, please complete an online application and upload a CV and a cover letter. Please complete any application questions as directed. Your cover letter is a supporting statement and you should outline how you meet the essential criteria of the role and evidence this with examples. 


Please contact Janet McCrory via e-mail to for an informal chat.

Key Accountabilities

  • Provide the first point of contact for internal and external contacts, enquiries, and personal visitors, for the senior management team and Finance
  • Responsible for the effective management of the flow of business in and out for the senior management. This requires a detailed knowledge of wider senior managers’ portfolios, regular referral to University policies and procedures and an awareness of any sensitivities Considerable judgement needs to be exercised to decide on the actions required
  • Set up and/or co-ordinate business meetings both internally and externally, including preparation of agendas, distribution of minutes and papers, progressing actions and making the administrative arrangements such as travel, accommodation, etc. Ensuring that arrangements make the best use of management time, are sustainable and represent the best value for money
  • Ensure that managers are fully prepared and briefed for meetings, reviewing background information and producing drafts of documents or briefing papers to save the manager’s time. This will include scanning websites or printed documentation for relevant information and presenting this information in an appropriate format
  • Ensure that critical issues are referred to the relevant member of the senior management team along with any relevant background information or paperwork, and assisting by prioritising tasks and keeping track of important deadlines in a detailed task management system. This includes identifying, devising and implementing effective office procedures to support the work of the office
  • Work on specific projects being led by the senior managers. This may involve carrying out background research, attendance at formal and informal meetings, contributing to the discussion, taking the minutes and ensuring that the action points are completed
  • Communicate and coordinate senior management instructions with various other parties internally and externally
  • Provide high level support for the University’s financial governance  arrangements as directed by the Financial Administration Manager
  • Be responsible, normally without direct supervision, for some University level exercises that are critical to the effective operation of the organisation. Examples include the production of the University’s financial business schedule and the verifying signatory process
  • As a member of the Operations Team, contribute pro-actively to a team-working environment
  • Work closely with other colleagues in the Executive Office and faculties to ensure alignment with the University’s strategies, policies, guidelines and approaches


The Person 


Knowledge, Skills and Experience 

  • High level of organisational and time management skills with the ability to manage a range of tasks simultaneously
  • Ability to work calmly and efficiently under pressure and to tight deadlines
  • Excellent communication skills both verbal and written to build professional relationships with colleagues and external stakeholders
  • Comprehensive experience of acting as secretary to high-level meetings, (including planning agendas, taking minutes and following up actions)
  • Experience of work practices relevant to the role of an assistant to a senior executive preferably in a large organisation
  • Pay close attention to detail and work with accuracy
  • Substantial experience of working with Microsoft Office software.


Attributes and Behaviour

  • Consistently displays a positive customer focused ‘can-do’ attitude
  • Interacts professionally and confidently with all levels of the organisation and external stakeholders
  • Takes a high level of initiative
  • Plays a positive role in teams and works to build cross-functional networks while also working independently and with minimal direction
  • High levels of discretion and political awareness
  • Confidently deals with a broad range of information
  • Proactively anticipates and plans for likely problem areas or obstacles by assessing and managing risks 
  • Supports and mentors less experienced colleagues 


  • Hold an HND/C or equivalent, possibly in Business Administration, or have substantial vocational experience working in similar role



The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University is also a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 24725