EXECUTIVE ASSISTANT TO THE DEVELOPMENT DIRECTOR & STEWARD

Role Name Candidate Information Pack Executive Assistant to the Development Director and Steward Development Office PEMBROKE COLLEGE Cambridge CB2 1RF August 2026 Head of Department Matthew Mellor Development Director and Steward Important Dates Closing date for applications: Monday 31st August 2026 We reserve the right to close this post earlier if we receive sufficient applications. Welcome to Pembroke Thank you for your interest in the position of Executive Assistant to the Development Director and Steward at Pembroke College. I hope that this information pack will encourage your interest in the position within a committed, supportive network of colleagues who will share your determination to engage wide and diverse audiences in our work. Application deadline: Noon, Monday 23 June 2025 Interviews: Wednesday 2 July 2025 About Our College Pembroke College, founded in 1347 by Marie de St Pol, Countess of Pembroke, is proud of its traditions. The third oldest of the Cambridge colleges, it was the first to have its own chapel. Located in the heart of the University city, Pembroke is set within an impressive environment with varied architectural styles framing beautiful gardens and open courts. It's the perfect place to encourage creativity and innovation. The College today is an intimate yet diverse community, committed to welcoming students of exceptional talent regardless of their social, cultural or educational background and giving them the benefit of contact with a large and distinguished Fellowship. It is equally committed to attracting early -career academics and staff of exceptional promise, as well as those with established careers, and ensuring that Pembroke provides a culture and a community where every member is able to flourish. Pembroke thrives on conversations - between generations and disciplines, between undergraduates, graduates, senior Members and professional colleagues, between current students and our alumni, and between the academy and the wider world. It is an exceptionally friendly college full of talented individuals. We take our responsibilities of working at the highest level seriously and support each other to achieve this. Since 2020, the number of applications to Pembroke has grown by over 12%, rising from 891 in 2020 to 1006 in 2024. This has largely comprised increased applications from those from the state school sector, with this demographic seeing a 9.3 percentage point increase in applications. Pembroke is routinely one of the most competitive colleges to apply to, and our students do well when they are here. In 2024, Pembroke ranked fourth out of 29 colleges that admit undergraduates when it came to exam performance. Pembroke is also increasingly diverse and takes seriously its commitment to achieving the University''s widening participation targets. Since 2022 the College has seen a 5 percentage point increase in admittances from those living in the two most deprived quintiles of the UK, according to the Indices of Multiple Deprivation (IMD); in 2024 these students comprised 19.3% of home entrants. The admissions work is supported by the outreach and recruitment work that the admission office also undertakes; between 2017 and 2024, this involved working with over 26,000 students from over 1,890 schools. The Role and its Purpose The post holder will provide dedicated executive- level support the Development Director and Steward. Responsibilities include ensuring the smooth day -to-day operation of the Development Office including being the first port of call for Pembroke alumni and other potential donors , and supporting the major events and daily tasks associated with the office of Steward. The post holder will assist in managing a complex diary, projects and multi element travel logistics, whilst making sure the administrative duties of the Development Office are carried out to ensure its smooth running. The Department Pembroke's Development Office, consisting of 11 staff members, was set up in 1994 and is the longest established professional development operation in Cambridge. The Development Office at Pembroke College is regarded highly in Cambridge and its results are regularly in the top 3 colleges. Development operations include a comprehensive fundraising programme ranging from major gift fundraising to annual giving initiatives such as the telephone campaign, reunion giving and giving day. Alumni relations span local, regional and international events and communications tailored to alumni of different generations and with different interests. Respons ibilities Executive support to the Development Director (DD) in their key responsibilities, including: • Strategic management and prioritisation of the DD's diary, balancing competing demands on time, collecting paperwork, identifying problems before they arise • Ensuring that the DD has the relevant paperwork for meetings they are attending • When appropriate, make decisions on behalf of the DD • Lead organisation of the DD's, Deputy DD and Master's travel overseas including arranging flights, accommodation, complex VISA arrangements, meetings with prospective donors • Attending Major Gifts and Stewardship meetings: log and follow up on actions • Lead organisation for ad hoc events that are associated with the DD's work • When requested, monitor and triage DD's email, respond and act competently on DD's behalf with good judgement of when to seek guidance • Liaise with other College Officers, their offices and other departments on a regular basis Committee Work • Point of contact and secretarial support for twice- termly Development and Engagement Committee and arrangements, preparing draft agendas, minute- taking, circulating paperwork, noting actions for follow -up, liaising with internal and external stakeholders • Point of contact and secretarial support for 3- times per annum Development Board meetings: arrangements, preparing draft agendas, minute- taking, circulating paperwork, noting actions for follow -up, liaising with internal and external stakeholders • Support for the biannual Valence Mary Trustees meetings: preparing meeting paperwork: the postholder does not attend or take minutes of these meetings Database Tasks • Ensuring death notification process is completed (this is a shared task) • Alumni address and business details updates; recording College visits (this is a shared task) Special Occasions • Management and organisation of Members' Evenings and Parlour Evenings • Management and organisation of two high profile College events per annum: Guggenheim Dinner (January) and Framlingham / Bishop Andrewes Feast (March / April) High Table and Dining Rights • Answer enquiries on behalf of the Steward • Sign alumni and others without the requisite access into High Table, occasionally support Fellows in use of UPay system • Monitoring and producing lists of holders of Dining Rights and sharing this information as necessary Parlour Committee • Point of contact and secretarial support for Parlour Committee (up to 2x per term): drafting agendas, minute- taking, preparing and circulating paperwork, following up actions, researching, analysing data and presenting when requested • Manage creation of Annual Parlour Calendar, liaising across the whole College and uploading to shared internal electronic resources • To academics and students, to colleagues Alumni Relations • Act as a first port of call for alumni and other visitors/correspondents and provide a courteous greeting, exercise independent judgement to resolve and respond knowledgeably to in- person, postal, telephone and e- enquiries, e.g. requests for archival research about former Pembroke Members, requests for merchandise, among many others • Book guest rooms and take payment (this will be a shared task) Office Management Be observant to the administration of the Development Office (DO) to play a part in ensuring that it is a productive and attractive environment for the whole team to work in and for visitors to enter by: • Ensuring appropriate standards of reception and other services • Operating an efficient bring- up system; filing as appropriate • Monitoring DD's expenses, coding and sending invoices on to the Finance Office • Reconcile DD's credit card statements • Deal with incoming and outgoing mail on a daily basis as necessary • Circulate relevant information to the DO team to keep everyone up- to-date (this is a shared task) • Maintain set of master copies of DO publications • heading other departments and to professional advisors, you will need to evidence authority and accuracy in communications matters. The Person - is this you? Qualifications • Relevant diploma or proof of equivalent training preferred Qualities • Calm and adaptable • Courteous and patient • Flexible • Proactive • Respectful, tactful and diplomatic • Ability to grasp strategic problems? /Responsive • Ability to act independently with sound judgement • Self-motivating and "hands on" but also collaborative • Confidence to make changes to improve ways of working, including use of new technologies Skills • Attention to fine detail • Excellent communication and interpersonal skills • Excellent time management and organisation (e.g. diary management; overseas travel planning) • Prioritising and ability to work well under pressure • Knowledge of Pembroke (either existing or to be acquired) • Strong experience in Microsoft applications; AI technology, spreadsheets; CRM -type database skills • Project Management / Event planning Work Experience • Experience of working in a busy office is essential • Prior PA/EA experience • Event management experience • Experience in a Higher Education environment strongly desirable Confidentiality • Must be able to maintain very high standards of discretion and confidentiality; the Development Director is a Fellow and therefore a trustee of the College • Special Conditions • Willing to work the occasional evening/weekend/unsocial hours for the purposes of events taking place at Pembroke Pembroke Benefits Annual staff outing Annual Leave Purchase Scheme Christmas gift for staff Cycle to work and 'Buy a bike' schemes Death in service benefit Discounts on Dell products Employee Assistance Programme Free meal whilst on duty when the servery is open Use of f ree passes to the Botanical Gardens Local discounts with University Card Medicash NOW pension scheme On site gym Subsidised health care and more....... Some benefits are non- contractual and may be withdrawn. Some benefits may be subject to a qualifying period and/or subject to terms. Department Structure Development Director and StewardExecutive Assistant to the Development Director and Steward195 Staff 73 Fellows 440 Undergraduates 300 Postgraduates How to apply Please apply by submitting: • a covering letter outlining your interest in and your suitability for this role • a full CV • a short application form (see job advert) via email to recruitment@sel.cam.ac.uk . The closing date for applications is noon, Monday 23 June 2025. Interviews will be held on Wednesday 2 July. Further information Job title: Executive Assistant to the Development Director and Steward Location: Trumpington Street, Cambridge, CB2 1RF Reports to: Development Director Salary: £37,368 to £40,704 Working Hours: 36.5 hours per week Health and Safety: Persons engaged in work for Pembroke College must adopt a responsible attitude towards health and safety and comply with any procedures as required by the College in order to ensure the health, safety, and welfare of themselves, their colleagues and any ot her persons that may be affected by their actions. They must be prepared to undertake any training required in relation to health and safety or which is identified as necessary in relation to their work. The College operates a non -smoking policy; smoking is only permitted in the designated smoking areas. Safer Recruitment: As part of our safer recruitment practices posts will be subject to the relevant compliance checks including an enhanced DBS check where this is appropriate. Equal ity Statement: We are committed to creating an environment where people of all backgrounds can thrive and welcome applications from all suitably qualified persons regardless of their race, identity, sex, disability, religion/belief, sexual orientation or age. Parking The College cannot guarantee a parking space will be provi ded as part of the role . How to apply: If you would like to have an informal conversation about the post, please contact th e HR Team at hr@pem.cam.ac. uk Please complete an Application Form and Rehabilitation of Offenders Form (compulsory), and an Equal Opportunities Form . Completed application forms together with a covering letter can be emailed to: hr@pem.cam.ac.uk or alternatively posted to The HR Office, Pembroke College, Trumpington Street, CB2 1RF. Please do not include separate CVs. We look forward to hearing from you. Privacy Statement