Office Manager - NYU London

New York University

Aug 8

Applications are closed

Job
Full-time
Mid & Senior Level
London

Requirements

Required Education
Educated to degree level in an appropriate discipline, or equivalent
Required Experience
Computer literate; experience of Excel, email management, and calendar management
Proven office management, administrative, or assistant experience
Required Knowledge, Skills, and Abilities
Team player
Strong organisational ability
Excellent interpersonal and written communication skills
Excellent numeracy skills
Be willing to work on own initiative with little supervision
Excellent networking and relationship manager skills – and the ability to motivate and influence supporters or customers to reach targets.
Excellent communication and presentation skills (face to face, written and phone)
Experience of working as a team, and also working unsupervised.
Must be able to preserve and foster a collaborative, positive work environment and external reputation and will model high ethical conduct and inclusion throughout the organisation
Preferred Experience, Skills and Abilities
Experience of working within Higher Education
Relevant experience

Responsibilities

Providing general assistance to the Executive Director including coordinating calendar and appointments as needed, prioritising demands and scheduling important meetings with internal/external individuals
Managing the monthly Purchasing Card transaction reviews
Keeps management informed by reviewing and analysing special reports; summarising information; identifying trends
Work proactively with internal constituents to drive, evolve and execute on our relationship strategies
Maintaining strong working relationships with all units in NYU London and other NYU operations
Coordinate with IT department on all office equipment
Organise the office layout and ordering stationery and equipment
Assist with NYUL’s emergency preparedness and continuity planning
Provide full administrative support to ensure that the executive functions and office operate in an efficient manner; this includes managing email accounts and taking meeting minutes
Assist with various administrative tasks including meeting room allocation and bookings
Oversee procurement needs for the ED and SLT in accordance with NYUL procurement procedures and signatory authority; including the monitoring of all order requests to ensure timely processing
Assist with projects and improvement initiatives
Assist with general office enquiries and data entry needs
Manage ED's time: determine meeting schedule including deciding who to schedule and when based on an assessment of ED's prior commitments and current priorities and the needs of individual(s) requesting appointment
Other duties as assigned by the ED and SLT
Manage discrete projects providing support to various team members on behalf of the Executive Team to improve effectiveness by increasing collaborative practices
Create and manage project timelines for office-related projects
Provide direct support or assign and supervise support to staff on distinct projects or external collaborations on behalf of the Executive Team
Maintain a calendar of professional memberships, development opportunities and conferences and coordinate registrations, travel, etc. for the staff team
Organising off/on-site events, conferences, activities and meetings as required (online and in person)
Organising schedules for visitors to NYUL, including coordination of guests
Other administrative duties as assigned by the ED and SLT

FAQs

Is this a remote or in-person position?

This is a 100% in-person position and not eligible for consistent hybrid work unless approved on a case-by-case basis by the Executive Director.

What are the main responsibilities of the Office Manager?

The main responsibilities include providing general administrative support, project management, coordinating special events, and offering hospitality support for visitors.

What educational qualifications are required for the Office Manager position?

Candidates must be educated to degree level in an appropriate discipline or have equivalent experience.

What type of experience is required for this role?

Proven office management, administrative, or assistant experience is required, along with being computer literate, particularly in Excel, email management, and calendar management.

What skills are necessary for the Office Manager position?

Essential skills include strong organizational ability, excellent interpersonal and written communication skills, excellent numeracy skills, and the ability to work independently and motivate others.

Are there any preferred experiences for applicants?

Yes, experience of working within Higher Education and relevant experience in similar roles are preferred.

What benefits are offered with this position?

Benefits include 28 days of annual leave, a USS pension scheme, and optional private medical insurance.

What should candidates do if they require accommodations during the application process?

Candidates should advise of any reasonable adjustments needed to participate in the application and interview processes.

Does NYU London promote diversity and inclusion?

Yes, NYU London is committed to equity, diversity, and social inclusion, and strongly encourages applications from under-represented individuals.

Do candidates need the right to work in the UK?

Yes, candidates must have the unrestricted right to work in the UK prior to appointment.

New York University

Education

Industry

10,001+

Employees

1831

Founded Year

Mission & Purpose

New York University (NYU) is a prestigious global research university located in New York City, offering a wide range of undergraduate, graduate, and professional programs across various fields. Their ultimate mission is to advance knowledge, foster critical thinking, and prepare students for leadership roles in a complex world. Their purpose is to provide a transformative education that nurtures intellectual growth and social responsibility, contributing to the betterment of society through scholarship and community engagement.