We are seeking to recruit an experienced, highly motivated, forward-thinking individual, to join our team of Executive Assistants and play a pivotal role in driving our success at LSTM.

Working in a high profile, confidential environment, with a wide range of duties you will facilitate the effective running of LSTM by providing first class secretarial support to the Director of Finance (DoF).

As the Executive Assistant to the Director of Finance, you will play a critical role in ensuring the smooth and efficient operation of our finance department. Your responsibilities will include:

• Planning and Organising: Manage and maintain the DoF’s diary and email account; Schedule all face to face, videoconference and teleconference meetings and international travel itineraries; Organise and manage the department’s electronic file storage system on Sharepoint; Manage actions arising from Finance Leadership team and individual meetings.
• Committee Work: Act as Secretary to the Finance and Investment Committee; Prepare agendas and distribute committee paperwork; Produce minutes of meetings in a timely manner; Facilitate actions arising from meetings.
• Financial Administration: Processing of orders and invoices for the department; Request new supplier set up and deal with finance non-order invoices; Deal with expenses and subsistence claims; Complete bank transfers, deal with credit card reconciliations, organise department training and away days.
• Internal/External Liaison: Act as the interface between the DoF and external clients and LSTM Group activity; Build and maintain effective links between staff and the DoF; Contribute to meetings, highlighting issues and making suggestions to improve service provision.

The successful candidate will provide a high level of direct support, proactively dealing with a wide range of matters, sometimes highly confidential and/or urgent, while demonstrating initiative and sound judgement. 

With exceptional attention to detail and a focus on delivery, the ideal candidate will have excellent interpersonal and organisational skills as well as being able to demonstrate:

• Extensive experience working as an Executive Assistant or Personal Assistant in a large, complex organization
• Sound working knowledge and experience of complex diary management

• Experience of administering committees: organising meetings, preparing agendas, drafting of reports, and taking minutes

• Experience of organising meetings and travel schedules
• Experience managing budgets on a day-to-day basis
• Excellent IT skills including the use of databases, Microsoft Word, Excel, PowerPoint, Outlook

(For a full list of essential and desirable criteria please refer to the job description and person specification)

In return we offer:

• 30 days annual leave, plus bank holidays, plus Christmas closure days
• Generous occupational pension schemes
• Flexible, agile working
• Government backed “cycle to work” scheme.
• Affiliated, discounted staff membership to the University of Liverpool Sports Centre
• Plus, a host of additional family friendly policies

Closing Date:  1st May 2024

Application Process: To apply for the position please click on the apply link and upload your CV and Covering Letter.

Due to the volume of applications, we receive, we may close our vacancies early. It is therefore advisable to apply as early as possible if you would like to be considered for a role.

Inclusion is central to our values at LSTM

We seek to attract and recruit people who reflect the diversity across our communities, regardless of sexual orientation, gender identity, ethnicity, nationality, faith or belief, social background, age and disability. LSTM selects candidates based on skills, qualifications, and experience. 

We welcome conversations about flexible working; and applications from those returning to employment after a break from their careers. 

About LSTM 

Founded in 1898 and the oldest of its kind in the world, the Liverpool School of Tropical Medicine (LSTM) is an internationally recognised centre of excellence for teaching and research in tropical diseases.  Through the creation of effective links with governments, NGOs, private organisations and global institutions and by responding to the health needs of communities, LSTM aims to promote improved health, particularly for people of the less developed/resource poorest countries in the tropics and sub-tropics. 

Look at some of the great work we have achieved over the past year by viewing our annual report:

https://www.lstmed.ac.uk/about/annual-reports-and-financial-statements

LSTM actively promotes Equal Opportunities and Safeguarding Policies