Administrative Assistant - NYU London

NYU is committed to being a welcoming campus community that reflects and enacts the values of inclusion, diversity, belonging, equity and accessibility that inform academic excellence. We seek candidates who will not only enhance our commitment to these values, but whose experience, competencies, skills, and community engagement efforts contribute to diverse, equitable, inclusive learning and working environments for our students, staff, and faculty.

This is a full-time position reporting to the Deputy Director. The Administrative Assistant will provide high-level administrative and operational support to the Deputy Director, the Site Director, and the wider NYU London community. The role is responsible for managing schedules, coordinating meetings and events, preparing documents, and supporting office operations to ensure the smooth and efficient running of NYU London.

The postholder will also oversee office resources and communications, contribute to event planning, and support cross-departmental collaboration, working in alignment with NYUL policies and procedures.

Principal Accountabilities : 

Administrative Support :50%

• Provide scheduling support to the deputy director and site director (appointment, calendar and meeting management);
• Complete administrative processes (time and expense reports,...);
• Prepare domestic and international travel logistics (itineraries, etc.);
• Coordinate internal and external meetings/activities (i.e. facility reservation and set-up, hotel accommodations, catering, etc.);
• Prepare and organize documents for proposals and presentations as needed (contract tracking, printing, organizing and archiving meeting / support materials);
• Act as a trusted point of contact for visitors, handling requests with professionalism and discretion.
• Work closely with the HR Coordinator and others department in NYUL
• Assist with the organization of staff meetings, training sessions, and internal events.
• Ensure compliance with GDPR and NYU policies when handling sensitive information.
• Ensure timely delivery of administrative tasks supporting the Deputy Director and Site Director
• Undertake other administrative duties as assigned to support the effective running of NYU London.

Office Support - 50%

• Monitor stock levels and order office supplies, ensuring resources are available for staff when needed in accordance with NYUL procurement procedures
• Manage day-to-day office operations, including supplies, equipment, filing systems, and shared spaces
• Assisting with NYUL’s emergency preparedness, compliance reviews and continuity planning
• Overseeing use of the NYU and NYUL logo 
• Assisting with various administrative tasks including room allocation and bookings (ensuring up to date knowledge on NYU’s 25Live room booking system); internal signage and information notices, etc 
• Assisting with general office enquiries and data entry needs
• Overseeing NYU L website and Linkedin
• Updating content of NYU London website including gathering and collecting information from faculty and other staff
• Assist in scheduling internal meetings, preparing agendas, and taking minutes as required.
• Coordinate couriers, mail distribution, and internal communications.
• Prepare documentation, briefing packs, and follow-up materials as directed by the Deputy Director and the Site Director

Required Education

• A-level completion required; post-secondary education or Bachelor’s degree preferred;

Required Experience 

• At least 1-3 years of relevant work experience as an Administrative/Executive Assistant/Personal Assistant 
• Advanced knowledge and proficiency in Google Suite and also MS Office including calendar management, 
  
  

Required Knowledge, Skills, and Abilities 

• Experience supporting senior stakeholders in fast-paced environments.
• Fast thinking, proactive and confident working using own initiative.
• Highly organised, detail-oriented, and able to manage multiple priorities.
• Advanced knowledge and proficiency in Google Suite and also MS Office including calendar management, 
• Must demonstrate the ability to work effectively with Senior Management and colleagues at all levels of the University.
• Ability to accept direction and additional responsibilities from managers and/or staff supervisors.
• Excellent organizational and time management skills; 
• Ability to organize and prioritize multiple and moderately complex tasks in a deadline-driven environment.

Preferred Experience, Skills and Abilities

• Experience of Executive Assistant work including the handling of sensitive data
• Experience of Office management
• Experience of working in a fast-paced office environment

Candidates must have the unrestricted right to work and live in the UK prior to appointment.

Further benefits include: 28 days annual leave pro rata, USS pension scheme and private medical insurance (optional)

Candidates should advise of any reasonable adjustments needed to participate in the application and interview processes.

NYU London is an equal opportunity employer committed to equity, diversity, and social inclusion. We strongly encourage applications from under-represented individuals in the profession, across colour, creed, race, ethnic and national origin, physical ability, and gender and sexual identity. NYU London affirms the value of differing perspectives on the world as we strive to build the strongest possible university with the widest reach.

NYU aims to be among the greenest urban campuses in the country and carbon neutral by 2040. Learn more at nyu.edu/nyugreen.

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