Job Description
Executive Assistant & Deputy Business Manager
My client is in need of an exceptional, highly organised and proactive Executive Assistant to support the Dean of a large, complex and fast-paced academic School within a respected, values-driven higher education environment. This is a pivotal role at the heart of a professional, collaborative organisation that is committed to innovation, partnership, and delivering meaningful impact through education, research and professional engagement.
This position is ideal for a career Executive Assistant who thrives in a senior leadership environment and enjoys being a trusted right hand to a busy executive. Approximately 70% of the role is dedicated to high-level Executive Assistant support, with the remaining time focused on operational coordination, team leadership and deputising for the Business Manager when required.
You will play a central role in ensuring the Dean operates at maximum effectiveness - managing priorities, protecting time, coordinating commitments, and ensuring the smooth running of key business activities.
About the organisation
You will be joining a large, forward-thinking academic institution with a strong reputation for professional education, innovation and collaboration. The environment is dynamic and purpose-led, bringing together academic, professional and external partners to deliver real-world impact.
The culture is inclusive, ambitious and supportive, with a strong emphasis on continuous improvement, teamwork and professional development. Staff are encouraged to contribute ideas, take ownership and play a visible role in shaping how the organisation works and grows.
Key Responsibilities
Executive Assistant Support (Primary Focus – approx. 70%)
* Provide strategic, high-level diary management for the Dean, aligning commitments with organisational priorities and planning cycles
* Act as the first point of contact for incoming requests, correspondence and briefing materials, using judgement to prioritise and triage effectively
* Prepare high-quality documentation, reports, presentations and confidential correspondence
* Coordinate senior meetings and committees: scheduling, agenda planning, paper preparation, minuting and tracking actions
* Maintain oversight of key commitments, ensuring deadlines, follow-ups and projects stay on track
* Organise travel, visits, stakeholder engagement and events with professionalism and foresight
* Support the Dean’s external relationships by coordinating interactions with partners, professional bodies and external organisations
* Anticipate pressures and proactively manage competing priorities to ensure smooth day-to-day leadership operations
This element of the role requires a confident, experienced EA who can think ahead, make sound decisions, and operate with discretion at a senior level.
Operational & Deputy Business Support (approx. 30%)
* Support the coordination of administrative operations across the school
* Line manage and support designated administrative staff
* Contribute to planning cycles, reporting, and process improvement initiatives
* Assist with recruitment coordination and deployment of support staff
* Support financial and procurement administration processes
* Help maintain compliance with organisational procedures and reporting requirements
* Lead or support projects on behalf of the Dean or Business Manager
* Deputise for the Business Manager when required
What We’re Looking For
* Significant experience as a Senior Executive Assistant supporting a Director/Dean/CEO or equivalent senior leader
* Proven expertise managing complex diaries, competing priorities and high-volume senior communications
* Experience coordinating committees, preparing papers and taking high-quality minutes
* Strong organisational skills with the ability to manage multiple stakeholders and deadlines
* Experience supervising or coordinating the work of others
* High level of discretion, judgement and professionalism
* Excellent written and verbal communication skills
* Strong IT skills, including Office 365 and collaboration tools
* A proactive, solutions-focused mindset and the confidence to take initiative
Experience within a large, complex organisation (such as higher education, healthcare, public sector or corporate environments) would be advantageous.