Executive Assistant

We are seeking an experienced and highly organised Executive Assistant to provide senior-level support alongside operational and project coordination. This autonomous role combines complex diary management, international travel, research programme support, stakeholder engagement and funding administration within a fast-paced academic environment.

The position is set to commence ASAP and will be full-time for an initial duration of 12 weeks with a pay rate of £180.80 per hour + holiday pay

Key Duties:

Manage complex senior diaries, meetings and competing priorities across multiple time zones

Coordinate UK and international travel, accommodation and visa arrangements

Manage shared inboxes, correspondence, expenses and administrative processes

Organise team meetings, prepare agendas and track actions through to completion

Maintain project and activity trackers, monitoring deadlines, milestones and deliverables

Coordinate research project logistics, budgets and programme activities

Liaise with collaborators and support contracts and agreements

Build effective relationships with external stakeholders and international partners

Identify and circulate relevant funding opportunities

Support funding applications, including drafting initial proposal content and coordinating academic input

Coordinate meetings, events and partnership activities, both online and in person

Provide proactive operational support, identifying and resolving issues independently

Selection Criteria:

Substantial experience providing executive support to senior academic or professional staff

Proven experience managing complex diaries, international travel and multi-time-zone scheduling

Excellent organisational and project coordination skills with ability to manage multiple priorities

Ability to work autonomously, exercise sound judgement and proactively solve problems

Excellent written and verbal communication skills, including drafting correspondence, briefings and meeting documentation

Strong stakeholder management skills with confidence working with senior and international contacts

Experience with budgets, expenses and financial tracking

Strong IT skills, including Microsoft Word, Excel, Outlook, Teams and cloud-based collaboration tools

Practical experience using generative AI tools, including ChatGPT

High level of accuracy, numeracy and attention to detail

Ability to handle sensitive and confidential information with tact and discretion

Vacancy ID: 24538

Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.

Further information can about the Temporary Staffing Service can be found on our website https://www.jobs.ox.ac.uk/temporary-staffing-service