Executive Assistant

DescriptionSupporting documentsEmployerLocation

Department: Executive Support and Administration

Salary: £35,827 – £38,754 per annum (pro rata)

Reporting to: Head of Executive Services

Location: Hammersmith (with occasional ad hoc work at Ealing Green or Southall)

Hours: Full-time or Part-Time (Minimum 3 days per week)

About Us:

At West London College, we are committed to championing innovation and creativity, and we invite you to join us on this journey. We welcome applicants who share our values of Ambition, Innovation, Accountability, Collaboration and Inclusion.

We have three College sites across West London at Ealing, Hammersmith and Southall. By bringing your skills to the College, you will have a wonderful opportunity to make a real difference in our students’ education and future. As a diverse College in the UK, we offer an exciting, innovative and stimulating work environment with a wide variety of employment opportunities and a culture focused on Fairness, Respect, Equality, Diversity, Inclusion and Engagement.

For further information about the College, please visit our website.

About the Role:

Ealing, Hammersmith & West London College is seeking a highly organised, professional and proactive Executive Assistant to join our Executive Support and Administration team on a full-time basis. Will also consider part time (minimum 3 days per week). This is a key role providing dedicated, high-level support to the Executive Team, with a particular focus on supporting the Chief Operating Officer in their role as the College’s designated Data Protection Officer.

Working closely with the Head of Executive Services, you will deliver a pragmatic and collaborative approach to executive support. You will provide high-quality assistance across diary management, correspondence, research, data coordination, information governance, event planning and project support.

This role requires excellent judgement, discretion and strong communication skills, as you will regularly handle sensitive information and engage with senior stakeholders both internally and externally.

Key Responsibilities:

Provide comprehensive diary management for members of the Executive Team, working closely with the wider Executive Services team.

Coordinate, manage and deliver personal assistant and administrative support activities within agreed timelines.

Schedule, attend and minute meetings, ensuring actions are recorded, tracked and followed up.

Professionally pre-screen communications and requests, handling correspondence independently where appropriate.

Draft and prepare written responses for approval by the Executive Team.

Develop strong, professional relationships with internal and external stakeholders.

Support projects and events, including preparation of rotas and executive activity coordination.

Data Protection and Information Governance:

You will play a key role in supporting data protection and information governance across the College, including:

Maintaining high standards of confidentiality, data integrity and information security.

Managing the secure processing, storage and disposal of personal and sensitive data in line with GDPR, the Data Protection Act and College policies.

Supporting information governance and records retention, including managing e-discovery systems such as Google Vault and Microsoft Purview.

Preparing and coordinating responses to Freedom of Information and Data Protection requests.

Maintaining accurate and compliant electronic and paper-based records.

Supporting the production and distribution of the College magazine published once per term.

About You:

You will have:

Previous experience working in an Executive Assistant or Personal Assistant role.

A strong understanding of GDPR and data protection principles.

Excellent written and verbal communication skills, with the ability to engage confidently at all levels.

Experience using Microsoft Office packages (including Outlook, Word, Excel and PowerPoint).

A good understanding of computer systems and the ability to adapt quickly to new technologies.

Strong organisational skills, with the ability to manage multiple priorities independently and with discretion.

Additional Information:

Occasional travel between College sites may be required.

Early starts, late finishes or occasional Saturday working may be required and will be agreed in advance.

You may be asked to undertake other duties appropriate to the level of the role.

Equality, Diversity and Inclusion:

Ealing, Hammersmith & West London College is committed to equality, diversity and inclusion and expects all staff to share this commitment.

Safeguarding Statement

West London College is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. We particularly welcome applications from under represented groups including ethnicity, gender, transgender, age, disability, sexual orientation or religion.

Please assume you have not been shortlisted if you have not heard from us 2 – 3 weeks after the closing date,