Executive Assistant and Office Manager
A new and exciting opportunity has arisen to work for the alumni organisation of one of the world’s most high-profile, independent schools as the Executive Assistant at The Old Etonian Association, situated at Eton College, near Windsor.
The EA provides administrative support to the Director and to the Old Etonian Association’s wider management team including the Committees and alumni clubs and societies globally.
As the operations lead, the EA will ensure the smooth operational running of the OEA Office and of development of strong relationships with multiple stakeholders internally and externally.
Eton College is on the UKVI register of sponsors and visa sponsorship may be available for the preferred candidate if they do not currently have the right to work in the UK and are unable to gain this independently. We encourage you to read the UK Home Office guidelines before submitting a job application to review whether you meet the eligibility criteria under the Skilled Worker route and for information about the immigration fees that you would be responsible for when making a visa application.
Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply.
- As the EA you will provide first class support at the highest level to the Director of the OEA.
- As the main contact regarding all OEA operational matters, you will build professional relationships with key stakeholders and members within the wider Eton community. You will have to deal with all internal and external correspondence, replying on the Director’s behalf where appropriate. You will assist in the development, execution and implementation of strategies in line with the OEA’s wider objectives, maintain the office policies and procedures; identify and influence efficiencies for internal processes and third-party services providers and lead specific projects where appropriate.
- On a day-to-day basis, you will arrange key meetings and prepare agendas, reports and minutes for board meetings and must be comfortable drafting a variety of outputs for the Director.
- You will have exceptional interpersonal and communication skills, with the ability to deal with a wide variety of people in a calm and diplomatic manner. You will possess good judgement, high emotional intelligence and a solution-driven approach to your work.
- You will be fastidiously organised with extensive experience with diary management as well as proven experience in multitasking and problem solving, with accuracy across a number of concurrent duties and projects with differing timelines. You have excellent communication skills, both written and spoken, and have recent experience of providing high-level EA support. You will be a highly trusted individual dealing with confidential matters and be able to operate with discretion. You will have experience of, and relish working in, a fast-moving environment and have the ability to pre-empt situations and strong decision-making skills.
- Commitment and promotion of equality, diversity and inclusion;
- All positions at Eton are classed as ‘regulated activity’ as per the Keeping Children Safe in Education 2022 guidance, therefore a good understanding of safeguarding procedures is essential;
- Commitment to safeguarding and promoting the welfare of children, including by not limited to, completing safeguarding training as required, and ensuring any safeguarding updates issued by the College are read and understood;
- Understand and comply with procedures and legislation relating to confidentiality.
- Your working hours will be 35 hours per week, Monday to Friday, with one hour unpaid for lunch.
- You will be working 52 weeks per year
- You will be entitled to 21 days holiday. If a bank holiday falls during a school term period, you will be required to work this day and you will receive an additional day’s holiday in lieu.
The Ideal Candidate
- Proficient knowledge of Microsoft Office
- Experience in the development, production and delivery of projects from proposal to delivery
- Management skills to undertake operational and administrative functions to ensure specific projects are delivered efficiently.
- Experience of budget planning, maintaining financial controls and service provider management.
- The ability to direct and supervise others, ensuring that tasks are prioritised as appropriate. You will also communicate with other senior members of staff across the Eton community.
- An indispensable role, you will take pride in your work and always deliver to the highest standard.
- Excellent communication skills, both written and verbal with the ability to liaise with a wide variety of people.
- Good literacy skills
- Friendly and courteous
- Excellent attention to detail
- Integrity, honesty and reliability
- Confidential, discretion, tact and empathy
- Experience in a similar organisation will be advantageous.
Eton College offers a wide range of benefits, including an 11% employer contribution to your pension (with 4.9% employee contribution), Employee Assistance Programme, enhanced Maternity / Paternity scheme, free eyecare vouchers, a cycle to work scheme, subsidised lunches during term time, free access to the College’s sport and leisure facilities and discounts at local retailers and businesses.
About the College
We are an equal opportunities employer and are seeking applications from suitable candidates from all backgrounds. We are dedicated to creating and sustaining an environment that values individuality and difference and celebrates the diversity of both staff and pupils by fostering perseverance, tolerance and integrity. We believe in equal opportunity for everyone, irrespective of age, disability, gender, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sexual orientation or socio-economic background.
If you have any queries about the application process or any problem with submitting your application online, the Recruitment Team will be happy to help. Should you require any reasonable adjustments to be made or facilities provided to enable you to apply online, please do not hesitate to contact us on firstname.lastname@example.org so we can make adjustments accordingly.
Eton College is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including reference checks with past employers, an Enhanced Disclosure from the Disclosure and Barring Service, an online search and, where applicable, a Barred List, Prohibition and EEA checks. If you are successful in your application, you will be required to complete a DBS Disclosure Application Form. Any information disclosed will be handled in accordance with any guidance and/or Code of Practice published by the DBS. The College is exempt from the Rehabilitation of Offenders Act 1974 and therefore all convictions, cautions, reprimands and final warnings (including those which would normally be considered as “spent” under the Act) must be declared, subject to the DBS filtering rules. It is a criminal offence for any person who is barred from working with children to attempt to apply for a position at the College.