Executive Administration Manager

INTERNAL VACANCY

This vacancy is open to employees of the University of Nottingham only.

Are you an experienced Executive Assistant, senior administrator or administration manager who thrives in a fast-moving environment, enjoys working with senior people and has the confidence to use your judgement and make things happen? Would you like a trusted and varied role combining high-level executive support with administration management across major research, innovation and industry engagement activities?

We are looking for an exceptional Executive Administration Manager to work closely with the Director of the Zero Carbon Translation Centre within the Faculty of Engineering and to lead and develop the Unit's administrative support function.

The Director leads activities across the University's Zero Carbon Cluster, Nottingham Drives Specialist Services (NDSS) and the Power Electronics, Machines and Control (PEMC) research group. This is a highly externally facing environment, working closely with industry, government and other partners to accelerate the translation of research into real-world solutions. Activities span electrification, propulsion and other low-carbon technologies, supporting major programmes, facilities and partnerships across aerospace, transport, energy and other hard-to-decarbonise sectors.

This is a senior and trusted role combining executive support, administration management and operational coordination. You will help the Director make the best use of their time, manage competing priorities, triage correspondence and manage access appropriately, ensuring that important relationships, decisions and actions move forward. You will manage a complex programme of meetings and engagements, coordinate correspondence and travel, prepare reports, presentations and briefing material, and work confidently with senior University colleagues and external partners.

You will also manage and develop administrative processes across the Translation Centre, providing advice and support across a broad range of operational matters. You will work proactively across the Faculty and Central Professional Services to coordinate complex and cross-cutting issues, bring together and quality-check information, identify gaps and help progress matters towards appropriate resolution or senior decision. This will include recognising when specialist advice or escalation is required, particularly where there may be significant financial, contractual, research-security, information-security or reputational implications.

The role has a strong external dimension. You will support senior industry meetings, partner visits, conferences, trade shows and other strategic engagements in the UK and internationally, helping shape programmes, coordinate meetings and provide support where required. You will also contribute to forward planning of major engagements, funding opportunities, reviews and other priorities, helping ensure that key milestones, dependencies and decisions are identified in advance. Occasional UK and international travel and work outside normal working hours may therefore be required.

Alongside this, you will oversee and track operational budgets and resources, lead and develop the administration team, and help improve administrative systems, processes and ways of working as the organisation develops.

About you - We are looking for someone who:

• has substantial executive-support, senior administrative or comparable management experience.
• has excellent planning and organisational skills, with the ability to manage competing priorities and work with a high degree of initiative and autonomy.
• has strong judgement, discretion and problem-solving skills, including the ability to handle sensitive or complex matters appropriately.
• communicates exceptionally well verbally and in writing and can bring together information from different sources to produce clear briefings, reports, presentations, options and recommendations.
• has strong interpersonal, influencing and relationship-management skills, including the confidence to work with senior internal and external stakeholders and progress activity across teams.
• has proven project or change-management skills and experience of improving administrative processes and ways of working.
• has experience of managing, coaching and developing others.
• has experience of managing or overseeing budgets, resources or comparable operational responsibilities.

Experience of working in a University, research and innovation, commercial or externally funded environment, together with knowledge of research security or professional digital communications, would be advantageous.

You should hold a degree or equivalent professional qualification with relevant experience or have considerable relevant experience in a comparable role.

This post will be offered on a fixed-term contract for a period of two years, working 36.25 hours per week.

We are committed to providing a competitive employment package that supports your well-being and helps you to reach your full potential. You will have access to benefits including leading fitness and health facilities, staff discounts and travel schemes, along with a generous holiday allowance and attractive pension scheme.

We want to see the best possible version of you in your application. To understand our recruitment process, including tips and advice, please see our Candidate Guidance pages.

Informal enquiries may be addressed to Caroline Xotta - caroline.xotta@nottingham.ac.uk. Please note that applications sent directly to this email address will not be accepted.

Further information is available in the role profile. To apply for this vacancy please click '

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