Personal assistant

Job Title: Personal Assistant (Higher Education) Location: Birmingham
Contract Type: Full time temporary
Salary: £14.51 ph

Job Overview: We are seeking a highly organised and proactive Personal Assistant (PA) to provide comprehensive administrative and executive support to senior leaders within the [university name or department]. This is a dynamic role requiring exceptional communication, discretion, and attention to detail, supporting strategic priorities and day-to-day operations in a fast-paced academic environment.
Key Responsibilities: Executive Support

- Manage complex diaries, schedule meetings, and coordinate appointments across internal and external stakeholders.
- Prepare agendas, take accurate meeting minutes, and ensure timely follow-up on action items.
- Draft, proofread, and format correspondence, reports, and presentations.
- Handle confidential and sensitive information with professionalism and integrity.

Administrative Coordination

- Organise domestic and international travel arrangements, accommodation, and expense claims.
- Coordinate internal and external meetings, workshops, and university events.
- Liaise with students, academic staff, external partners, and committees.
- Support project tracking, document management, and compliance processes.

Operational Support

- Monitor and manage inboxes, ensuring timely responses and prioritisation of tasks.
- Maintain filing systems (digital and physical) and ensure records are kept in line with university policies.
- Support budgeting, procurement, and invoice processing as needed.
- Work collaboratively with other administrative staff across the institution.

Person Specification: Essential:

- Proven experience as a PA, Executive Assistant, or similar administrative role, preferably in an education or public sector setting.
- Strong organisational and multitasking skills; able to manage competing deadlines effectively.
- Excellent verbal and written communication skills.
- High level of discretion and professionalism when handling sensitive information.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and familiarity with digital tools (e.g., Teams, Zoom).
- Strong interpersonal skills and a proactive, can-do attitude.

Desirable:

- Experience using university systems such as SITS, Banner, or similar platforms.
- Understanding of higher education structures, governance, and academic procedures.
- Experience supporting committees, project teams, or academic leadership.

Benefits:

- Access to university pension scheme
- Generous annual leave entitlement
- Staff training and development opportunities
- On-site facilities and wellbeing support