To apply for this role you must have:
- Previous experience in an secretarial role, ideally as an Executive or Personal Assistant is essential. Applicants without this experience will not be considered and need not apply
We are seeking a proactive and highly organised Executive Assistant to provide high-level administrative and logistical support to the Director of Audiences & Content. This is a varied and fast-paced role that requires exceptional attention to detail, sound judgement, and the ability to manage competing priorities efficiently. It is ideal for someone who thrives in a collaborative environment and is confident communicating across all levels.
The position is set to commence ASAP and will be full-time for an initial duration of 12 weeks with a pay rate of £16.57 per hour + holiday pay
Key Responsibilities
Diary and Meeting Management
- Coordinate the Director’s meetings and schedule, using initiative to make decisions around conflicting demands
- Organise meetings, workshops, and away days, including room bookings, catering, and guest invitations
- Prepare and circulate agendas, papers, briefing notes, and minutes
Communication and Correspondence
- Act as first point of contact for visitors and handle general correspondence, phone calls, and emails
- Respond to a range of queries on behalf of the Director, or draft and send appropriate responses
- Develop and maintain effective working relationships across the department and the wider University
Travel and Events
- Arrange complex UK and international travel, including visas and risk assessments
- Manage logistics and support for internal and external meetings and events
Administrative Support and Office Coordination
- Monitor and manage departmental filing systems (paper and electronic), and maintain office equipment and supplies
- Allocate ad hoc tasks to administrative staff and arrange temporary cover when needed
- Organise inductions for new staff and maintain training, holiday, and sickness records as required
Selection Criteria
- Previous experience in a secretarial or administrative role, ideally as an Executive or Personal Assistant
- Excellent organisation and time management skills, with the ability to manage a broad workload
- Strong interpersonal skills and a collaborative, team-focused approach
- Initiative and independence, with confidence to solve problems and progress tasks
- High levels of discretion and judgement when handling sensitive or confidential matters
- Clear and concise written and verbal communication skills
- Excellent attention to detail, particularly in financial processes
- Strong IT skills, including proficiency in Microsoft Office and familiarity with Oracle or similar finance systems
Vacancy ID: 19567
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