We are seeking an experienced and highly organised Executive Assistant to provide comprehensive administrative and project support to a major research programme. Working closely with senior academics, researchers, and external stakeholders, this role is central to ensuring the effective day-to-day operation of the project within a fast-paced academic environment.
This is a part time role, 25 hours Monday-Friday.
Duties:
• Provide senior-level administrative support, managing diaries, correspondence, and acting as a central point of contact for the project.
• Coordinate complex travel, visas, insurance, and logistics for staff, students, and visiting researchers.
• Manage financial administration of the research grant, including expenditure tracking, forecasting, expenses, and compliance.
• Lead on grant reporting and meeting administration, including preparing reports, agendas, minutes, and tracking actions.
• Support recruitment, contracts, and coordination of research staff and academic visitors in line with university and funder requirements.
• Maintain project records, publications, and communications, including websites and reporting of research outputs.
Selection criteria:
• Degree level qualification or equivalent.
• Experience of working as an EA or senior personal assistant in a large, complex organization.
• Experience of diary management, including the ability to organise complex schedules, and evidence of tact and discretion in dealing with confidential or sensitive matters.
• Experience of supporting financial and contract management processes and showing attention to detail and a high level of accuracy.
• Confident and proficient IT user, including Excel, MS Office applications, Google collaboration tools, virtual meeting platforms etc. Ability to embrace new tools as they become available.
• Excellent written communication skills, the ability to draft correspondence, well-presented reports and to take notes and minutes accurately including proficiency in touch typing or similar skills.
• Experience using AI platforms (ChapGPT, Gemini, etc.) to support their work. At minimum, the candidate must be eager to learn how to use these platforms in an effective way (guidance will be provided, if required).
Vacancy ID: 21882
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