Virtual Administrative Coordinating Assistant

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Job Description

We are a not-for-profit academic conference and publishing network, organising 70 conferences a year across the United Kingdom and Central and Eastern Europe. All our communications are primarily via e-mail - and each project has it's own unique e-mail account.

Over the next 12 months we will expanding our range of activities and are now looking for a virtual assistant to work with our Conference Manager. Initially the role will be 3-4 hours per day, 4 days per week, and rising to 5-6 hours per day, 4 days per week. Primary responsibility will be to sweep the nominated e-mail accounts, reply to conference delegates, deal with any associated documentation required (Letters of Invitation, Letters of Visa Request, Certificates of Attendance, etc). Spreadsheet work (Excel), word processing (Word and pdf) will also be required, along with an ability to use or a willingness to learn how to use Wordpress in order to support our website work as well. A strong, fast and reliable internet connection is essential.

An excellent standard of English is required. We pride ourselves on being a personal and friendly network - people who do things differently - so a polite, personable and friendly manner is also a necessity. Knowledge of e-mail packages (Thunderbird is a necessity), IMAP accounts and the ability to work with Word, PDF, and Excel will also be necessary. We share central files using Dropbox, and you must have at least 1.5GB of free disk space on your computer. Training will be provided, along with template and FAQ material. Experience of Wordpress and Joomla would be an advantage but not essential.

For the initial training period may be expected to be available for a large portion of UK office hours (normally 09.30-15.30 UK time). Once training is complete, we would be happy to consider alternative time arrangements to mesh with existing personnel.

The position is available with an immediate start and a probationary period of three weeks. We are not interested in receiving expressions of interest from teams, companies or agency workers please.

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