Office Administrative Assistant
Imperial College London
United Kingdom

Job summary

We are looking for a highly motivated individual keen to apply their knowledge and skills to an expanding team, delivering essential organisational and administrative support to the Commercialisation Office of Imperial College. In addition, there will be an opportunity to provide admin support on specific projects in the wider Enterprise division.

As an administrative assistant you will work flexibly and in response to the real-time operational needs of the Division, supporting team members in various tasks and assisting with cross-divisional projects and initiatives. You will be using various College systems, with appropriate training, to enable your work.

You will assist the Executive Assistant with their duties as required, for example providing holiday and illness cover, booking meetings and conference calls (national/International), investigating travel options for team members and booking them as required, booking accommodation, producing itineraries for travel and conferences and handling requests for meetings and resources.

Duties and responsibilities

Your responsibilities are will include:

  • To provide administrative support for specific Enterprise projects and programmes
  • Provide administrative support for recruitment and finance activities
  • Arranging meetings with college staff and external visitors - including preparing meeting room, ordering refreshments, greeting visitors, assisting with travel plans
  • Minute taking and preparing briefing materials for meetings
  • Assisting to compile and prepare reports, presentations and correspondence
  • Support managers in planning for and carrying out new starter induction and leavers processes
  • General office management duties including organising storage and filing space, helping to resolve issues through liaison with Facilities and other College support teams, arranging couriers and/or recorded mail deliveries, supporting best use of office space and resources, assisting with office and workstation moves, ensuring the health and safety requirements are met
  • Develop user knowledge of the Division’s CRM tool Salesforce; support the effective use of this, helping to review data, contacts information etc

Essential requirements

To be successful in this role, you will have:

  • Proven experience in an administration role in a busy office environment
  • Very strong interpersonal and customer service skills, including a confident, professional attitude and telephone manner
  • Excellent time management skills, with the ability to multi-task and re-focus after interruptions
  • The ability to handle sensitive and confidential information appropriately
  • Excellent numeracy, accuracy and attention to detail
  • The ability to work effectively on your own as well as in a team, and to balance changing demands and competing priorities

Further information

Should you require any further details on the role please contact: Dina Daley

For technical issues when applying online please email

The College cannot normally apply for a Certificate of Sponsorship for this post under Tier 2 of the UKVI’s Points Based System. Any candidate, who is considering applying for this position and requires sponsorship, must ensure that they are able to obtain permission to work in the UK through an appropriate immigration route.

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