PA and Governance Administrator

We are seeking a highly organised and proactive PA & Governance Administrator to join the our department at the University of Oxford. This is an exciting opportunity to support the Chief Operating Officer (COO) and play a key role in the administration and governance of one of the University's leading research departments.

This varied role combines high-level executive support with governance administration, requiring exceptional organisational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & PA Support

• Provide comprehensive diary management for the COO, prioritising appointments and resolving scheduling conflicts.
• Organise meetings, prepare agendas and board papers, and take accurate minutes where required.
• Manage correspondence, enquiries and confidential communications with professionalism and discretion.
• Coordinate domestic and international travel, accommodation and detailed itineraries.
• Process expenses, credit card reconciliations and financial records.
• Prepare reports, presentations and departmental documentation.
• Welcome visitors and liaise with senior academics, researchers and University colleagues.
• Support departmental events, seminars, open days and academic interview arrangements.
• Provide administrative support to the Executive Leadership Team and cover for the PA to the Head of Department when required.

Governance Administration

• Coordinate and manage the Department's governance and committee structure.
• Organise committee meetings, prepare agendas and board packs, and ensure papers are circulated in advance.
• Act as Committee Secretary, taking accurate minutes and recording actions.
• Manage action tracking using the TOAD (Tracking Oxford Actions Database) system and monitor progress against deadlines.
• Maintain the annual governance calendar and ensure key deadlines are met.
• Support governance processes including Conflict of Interest declarations and Personal Consultancy records.

Essential Criteria

• Significant experience as a Personal Assistant or Executive Assistant supporting senior leaders.
• Experience supporting governance or committee functions, including agenda preparation, minute taking and action tracking.
  
• Strong financial administration experience, including expenses and budget tracking.