📋 Job Summary Table of Personal Assistant

Personal Assistant Position: Supporting Clinical Trials Excellence

Job Description Summary

An exceptional opportunity for an experienced Personal Assistant to provide comprehensive administrative support to the Director of Imperial Clinical Trials Unit (ICTU), working in a dynamic research environment at one of the world’s leading institutions.

Key Personal Assistant Responsibilities

Are you an exceptional Personal Assistant with experience in academic or research settings? Do you thrive on creating efficient processes and providing high-level administrative support? The Imperial Clinical Trials Unit (ICTU) is seeking a detail-oriented Professional Assistant to join their administrative team on a part-time basis.

In this vital Personal Assistant role, you’ll directly support Professor Victoria Cornelius, who serves as ICTU Director and Co-Director of the NIHR RSS Imperial and Partners hub. Your expertise in executive assistance will be instrumental in maintaining the smooth operation of the Director’s complex schedule and diverse responsibilities across multiple leadership roles.

Your responsibilities as Personal Assistant to the ICTU Director will include:

• Providing comprehensive, proactive, and adaptable Personal Assistant support to manage all aspects of the Director’s professional activities
• Expertly managing complex diary commitments, including scheduling, rescheduling, and prioritizing appointments
• Planning and organizing domestic and international travel arrangements with meticulous attention to detail
• Coordinating meetings, workshops, and seminars, including room bookings, catering, document preparation, and attendee management
• Processing financial documents including raising purchase orders and expense claims according to institutional policies
• Creating and formatting professional presentations and materials for dissemination to various stakeholders
• Efficiently handling all paperwork and electronic filing systems associated with the Director’s responsibilities
• Building and maintaining effective working relationships with colleagues at all levels within ICTU, the Faculty of Medicine, and external collaborators
• Acting as a primary point of contact for internal and external stakeholders wishing to communicate with the Director
• Providing administrative support for research and teaching activities as needed

Essential Clinical Trials Personal Assistant Skills and Qualifications

To excel in this Personal Assistant position, you will need:

• Demonstrable experience in a Personal Assistant or similar executive support role, preferably within an academic research environment
• Exceptional organizational abilities with proven success in managing complex diaries and schedules
• Outstanding attention to detail and accuracy in all aspects of administrative work
• Excellent interpersonal and communication skills, both written and verbal
• Strong proficiency with Microsoft 365 suite including Outlook, Word, Excel, and PowerPoint
• Experience with database systems and reference management software
• Ability to work effectively both independently and as part of a collaborative team
• Excellent time management skills with the ability to prioritize competing demands
• Proactive approach to problem-solving and process improvement
• Ability to handle confidential information with appropriate discretion
• Adaptability and flexibility to changing priorities in a fast-paced research environment

Benefits and Perks for Personal Assistants at Imperial

As a Personal Assistant at Imperial College London, you’ll enjoy an impressive range of benefits:

• A competitive salary package ranging from £40,201 to £44,722 per annum (pro-rata for part-time)
• Generous annual leave allowance of 39 days (including bank holidays and closure days)
• Outstanding pension scheme with excellent employer contributions
• Flexible working arrangements with hybrid options available
• Access to on-site leisure facilities and wellness programs
• Cycle-to-work scheme and interest-free season ticket loans for commuting
• Comprehensive professional development opportunities and career progression
• Being part of a world-leading institution with a global reputation for excellence

Company Overview

Imperial College London is consistently ranked among the top ten universities globally, known for its world-class research, education, and innovation. As a member of our vibrant community of 22,000 students and 8,000 staff, you’ll collaborate with passionate minds across nine London campuses and a global network.

The Imperial Clinical Trials Unit (ICTU) is a leading academic clinical trials unit that designs, conducts, and analyzes clinical trials and other well-designed studies. Their work focuses on improving healthcare through rigorous research across various medical specialties.

Company Culture for Personal Assistants

At Imperial College London, we cultivate a dynamic and inclusive environment where innovation thrives. Our organizational values center around respect, collaboration, excellence, integrity, and innovation – qualities we expect every community member to embody. Personal Assistants are valued as essential team members who enable our academic and research leaders to maximize their impact.

We actively work toward equality of opportunity, eliminating discrimination, and creating an inclusive working environment that celebrates diversity. Our commitment to these principles guides our recruitment practices and workplace policies, ensuring all staff can contribute their unique perspectives and talents.

Career Growth Opportunities for Clinical Trials Personal Assistants

Working as a Personal Assistant at Imperial College London offers numerous pathways for professional development and career advancement. You’ll have access to specialized training programs, networking opportunities with professionals across departments, and the possibility to grow within the institution’s administrative framework.

Many of our Personal Assistants develop specialized knowledge in their departments, becoming invaluable resources who advance into roles such as executive administrative management, project coordination, or operational leadership. The skills and experience gained supporting senior academic leadership in clinical trials provide transferable expertise valued across healthcare, research, and higher education sectors.

Diversity, Equity, Inclusion, and Belonging

Imperial College London is committed to fostering an environment where diversity is celebrated and inclusion is fundamental to our success. We encourage applications from all backgrounds, communities, and industries, believing that diverse perspectives drive innovation and excellence. Our institutional policies actively promote equality of opportunity and work-life balance for all staff members.

Equal Opportunity Statement

Imperial College London is proud to be an equal opportunity employer. We evaluate candidates based solely on their qualifications, experience, and ability to perform the job without regard to age, disability, gender, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation. We are committed to building a workforce that reflects the diversity of the communities we serve.

Remote Work Policy for Personal Assistants

This Personal Assistant position offers hybrid working arrangements, requiring in-person presence 1-2 days per week (specifically Monday, Tuesday, or Thursday) at the White City Campus. The remaining hours can be worked remotely, providing flexibility while maintaining essential face-to-face collaboration with the ICTU Director and team members.

Application Process

1. Review the full job description and requirements
2. Prepare your CV and cover letter highlighting relevant experience
3. Submit your application through Imperial College London’s online portal
4. Selected candidates will be invited for interviews
5. Final decision will be communicated to all interviewed candidates

Application Deadline

Applications must be submitted by June 1, 2025. However, Imperial College London reserves the right to close the application process early if a sufficient number of qualified applications are received, so early submission is recommended.

How to Apply

To apply for this Personal Assistant position, please visit the Imperial College London careers website and follow the application instructions. For any technical issues during the application process, please contact support.jobs@imperial.ac.uk.

For specific questions about the role, please contact Lauren Noto at l.noto@imperial.ac.uk.

FAQs or Additional Information

What is the Imperial Clinical Trials Unit (ICTU)?
ICTU is an academic clinical trials unit that designs, conducts, and analyzes clinical trials and other well-designed studies to improve healthcare.

Is there flexibility in the working hours?
Yes, this is a part-time role (21 hours per week) with hybrid working options available, requiring in-person work only 1-2 days per week.

What career advancement opportunities exist for Personal Assistants at Imperial?
Imperial offers comprehensive professional development programs and opportunities for Personal Assistants to advance into higher administrative roles, project management, or specialized operational positions within academic research settings.

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