Overview
Position: Office Admin Assistant (Temporary Fixed-Term Maternity Cover)
Department: AIFS Study Abroad Division
Reporting to: Senior Vice President
Location: Kensington London
The American Institute for Foreign Study (AIFS UK) is seeking an Office Coordinator to join the AIFS Abroad Team in London which delivers a variety of academic programmes to U.S. university faculty, students and interns. AIFS was founded in 1964 and since then, over 1.8 million students have participated in our educational and cultural exchange programmes. Read more at www.aifsabroad.com and www.aifs.com
Job Summary/Main Purpose
AIFS Study Abroad has a vacancy for an Office Admin Assistant (Fixed Term – Maternity Cover) in its London head office. The primary function of the role is to provide administrative support to the Study Abroad Division as a whole and to the Senior Vice President of the division when necessary.
This is a temporary, full-time position based in our South Kensington office, London
Job Responsibilities
Responsibilities
* Administrative: Organise and schedule meetings, prepare agendas, perform research for meetings, and take minutes
* Diary and calendar management
* Book business travel arrangements, including flights, transportation, and accommodation for senior management & clients
* Assist SVPs with special projects as they arise such as Location Director Workshops, Client Site Visits, including greeting visitors and arranging client and staff events/meals
* Maintain electronic filing system, ensuring processes and software are up to date and in working order
* Compilation and analysis of statistics
* Financial: Liaise with non-UK programme staff to gather information for financial updates
* Set up payment requests and assist with budget updates as required
* Coordinate employee financial administration
* Operational: Collect and assist with non UK HR updates
* Create programme evaluations and distribute to all campuses
* To summarise programme evaluations and prepare and circulate evaluation summaries
* Liaise with foreign campuses as needed to update materials
* Miscellaneous: Take on specific research projects as required
* Liaise with the other team members regarding general office management
* General admin assistance
Performance Indicators
* Completion of requested administrative tasks within agreed timelines
* Positive feedback from clients, university partners and suppliers
Qualifications and Skills
* A degree or equivalent experience
* Prior office experience preferred
* Commitment to quality, flexibility, good interpersonal skills, ability to prioritise
* Good organisational and administrative skills
* Numeracy and ability to maintain records of expenditure using Excel
* The ability to work collaboratively and innovatively as part of a team
* Strong and effective verbal and written communication skills
* Ability to multitask
* Strong attention to detail
* Proficiency with Microsoft Office programs
* Experience of working in the study abroad field or travel industry an advantage
Salary and Benefits
In return for a minimum of a 35-hour working week Monday to Friday, and additional hours according to programme needs:
* A basic gross salary of £30,000 per annum
* 20 days paid holiday a year plus bank and public holidays
* This is a fixed term minimum 12-month maternity cover contract from May 2026 with possible extension
How to Apply
Please send a current CV and covering letter detailing your suitability for the role to collegejobs@aifs.co.uk by Friday, March 27, 2026
Applicants must be able to provide documentary evidence of their eligibility to work in the UK.
Diversity, Equity and Inclusion
AIFS UK Ltd is committed to building and sustaining an inclusive, diverse, and equitable working and learning environment for all students, staff, and faculty and we are proud to be an equal opportunity employer.
All qualified applicants are encouraged to apply and will receive equal consideration for employment without regard to race, colour, religion or belief, sex or gender, gender identity or expression, sexual orientation, marital or civil partner status, pregnancy or maternity, nationality, ethnic or national origin, genetics, disability, age, or veteran status. We make recruitment decisions based on applicants’ skills, experience and knowledge, and ensure all applicants are treated equitably.
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