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