Executive Assistant

Job Description
Queen Mary University Of London Malta Limited is looking to recruit an Executive Assistant to join the team on a full-time basis. 

The purpose of this role is to provide high-level and comprehensive secretarial and administrative support to the Director of Operations and the Deputy Dean for Education in Malta.  The post holder will proactively manage their agendas, diaries and lead the scheduling of meetings whilst ensuring that they are fully briefed and prepared for all activities.

This role will also provide a central point of contact for QMUL Malta. As such, the post-holder will liaise with a wide range of senior-level staff in QMUL Malta. They will be expected to represent the institution in a professional, efficient and courteous manner. The post-holder is expected to maintain complete confidentiality at all times.

This is a wide-ranging role, which will allow the appointee to develop a broad range of skills and experiences as a platform for career advancement. This role will also act as a back-up office support for other members of the team to ensure the continuity of day-to-day business activities. The post-holder will act as Secretary to groups and committees as required.
 


Executive Support:

• Act as the first point of contact, both internally and externally for the Director of Operations and the Deputy Dean for Education (Malta) using judgement and initiative to prioritize and handle queries accordingly. Liaise with all levels of staff within QMUL Malta, including drafting responses and redirecting to appropriate colleagues where necessary. 
• Provide a high level of administrative support to the Director of Operations and the Deputy Dean for Education (Malta) including diary management, the production of reports, business papers, spreadsheets, presentations, and other documents; organisational support to the Board and Committees that the Director and Deputy Dean for Education (Malta) is a member of or chairs.
• Manage and organise high-level meetings with senior staff members and external contacts, ensuring all papers are available, booking rooms, ordering refreshments and AV equipment and taking, typing, circulating minutes when required. Ensuring that all actions from the relevant committees are promptly and efficiently actioned. Guaranteeing that minutes are made available to all members in an effective and accessible manner.
• Ensure the smooth running of the Office of the Director and the Office of the Deputy Dean.
• Responsible for all record-keeping and filing protocols for the Director of Operations and Deputy Dean for Education (Malta) and in accordance with the Queen Mary Records Retention Policy.
• Provide support with management activities, taking responsibility for management tasks and projects as required.
• Exercise judgment to provide appropriate and constructive feedback on matters of which the Director of Operations and the Deputy Dean for Education (Malta) should be aware of.
• Operate an organized and efficient office whilst projecting a friendly and professional image.
• Pursue action items on behalf of the Director of Operations and the Deputy Dean for Education (Malta) as appropriate in order to ensure that others provide information in a timely manner.
• Respond to appropriate matters on behalf of the Director of Operations and Deputy Dean for Education (Malta) as they arise.
• Liaise with colleagues to obtain and disseminate essential information, act as a conduit for communication and update the Director of Operations and the Deputy Dean for Education (Malta) on activities during his/her absences.

Administration:

• Contribute to the development and production of documentation (e.g. reports, guidelines, presentations).
• Support or facilitate activities that are functioning less optimally than they should.
• Arrange hospitality requirements for functions, including liaising with the University’s canteen as appropriate.
• Support other duties as reasonably assigned by the Director of Operations and Deputy Dean for Education (Malta).

Queen Mary University of London Malta Limited:
In addition to the home campuses in London, Queen Mary University of London (QMUL) now also operates from its own state of the art, custom-built, campus in Gozo, Malta. In 2017, QMUL and the Barts School of Medicine and Dentistry launched a 5-year Bachelor of Medicine, Bachelor of Surgery (MBBS) programme from Malta. Up to 60 students a year will be accepted onto this 5-year programme, with the fifth annual intake joining us later this year.

QMUL Malta has experienced a period of rapid growth in the last 18 months, and we are now seeking to fill the role of a Business Support Administrator. This is an exciting time to join QMUL Malta: we moved into our flagship campus building in October 2019, and now have unrivalled facilities for staff and students alike. Our campus is located on the grounds of Gozo General Hospital, in the centre of Victoria, the capital of Gozo. In addition to the annual intake of MBBS students, QMUL is working towards offering a number of other clinical courses, taught Masters, summer school programmes, stakeholder engagement activities, business development activities, and community engagement projects.

Staff members at QMUL Malta are primarily employed on QMUL Malta Ltd. This role forms part of an expanding team, and as a result the duties and responsibilities of QMUL Malta posts will necessarily cover a greater breadth and variety than similar roles in QMUL London or in other universities. Applicants therefore need to be able to demonstrate considerable flexibility, drive, and sensitivity to strategic priorities. The role will be based at QMUL Malta, with regular ongoing contact between relevant teams and stakeholders in both Malta and in the UK, as well as occasional travel between Malta and London.