Executive Support Assistant - ref. a60730403

Reporting to: Head of Executive Office/Executive Assistant

Overall Purpose:

Provide administrative, secretarial, and specialist support as part of the Executive Office. Work flexibly and co-operatively with team members to ensure a consistent service and supportive environment for all members and visitors. The primary purpose is to provide efficient and effective administrative support for the Executive office.

Principal Duties:

• Arrange appointments, meetings, room bookings, hospitality, and travel.
• Prepare reports and presentations, collate and distribute meeting materials, and gather data as required.
• Maintain effective administrative systems for tracking workflow and retrieving archives.
• Support the Head of Executive Office in projects for the UET.
• Act as a key contact for visitors, providing a professional and welcoming environment.
• Provide secretariat support, including organizing and coordinating committees and working groups.
• Liaise with technical staff, CCSS, and suppliers for IT hardware, software, and peripherals procurement.
• Ensure current and future equipment needs are met, including office supplies.
• Assist with updating and maintaining websites.
• Support internal and external visits for members, arranging programs for visitors.
• Provide office management/administrative support, including managing emails, diaries, and document storage.
• Support projects and ad hoc tasks as requested by the Head of Executive Office and UET.