We are seeking an experienced, highly organised and proactive Executive Assistant to provide high-level Executive Assistant and Personal Assistant support to the Head of Department (HoD). This is a key role within the HoD’s Office, requiring exceptional judgement, discretion and professionalism, together with the ability to manage complex priorities and highly confidential information.
The position is set to commence ASAP and will be from 37.5 hours per week for 12 weeks (with a pay rate of £18.80 per hour + holiday pay).
Main Duties:
- Provide comprehensive, high-level Executive Assistant and PA support to the Head of Department (HoD), exercising sound judgement, discretion and professionalism when acting on the HoD’s behalf. Manage highly sensitive and confidential correspondence, documentation and information appropriately at all times.
- Act as a key point of contact and interface for the HoD, managing relationships with a wide range of senior internal and external stakeholders. These include senior University leaders, Heads of Colleges, Divisions and Departments, Council and committee members, Presidents and Vice-Chancellors of UK and international universities, senior executives of major international organisations, benefactors and corporate donors, government departments and other strategic partners.
- Manage and prioritise demands on the HoD’s time, exercising judgement to determine urgency, importance and appropriate action. Handle correspondence and enquiries efficiently and professionally, researching issues and drafting high-quality responses and communications on behalf of the HoD where appropriate.
- Maintain a comprehensive overview of the HoD’s activities, commitments, priorities and areas of departmental responsibility, anticipating requirements and ensuring that key actions and deadlines are identified, monitored and completed.
- Review and prioritise a high volume of complex and often time-sensitive business, identifying matters requiring the HoD’s immediate attention and ensuring relevant senior colleagues within the HoD Office, Department and wider University are briefed and assigned actions as appropriate.
- Liaise proactively with senior colleagues across the Department and wider University to progress business, resolve issues and ensure actions are completed within agreed timescales. Attend working groups and other meetings as required, producing accurate minutes and following up decisions and actions on behalf of the HoD.
- Coordinate, organise and provide high-level support for the HoD’s meetings, committees and other governance responsibilities, including ASC, EDI, DC and other committees as required. This includes:
- preparing agendas, briefing papers, presentations and supporting documentation;
- briefing and preparing the HoD ahead of key meetings and engagements;
- taking accurate minutes for the Department’s committees and other senior meetings as required;
- coordinating with departmental colleagues and external stakeholders to ensure the timely preparation and distribution of agendas, papers and background materials;
- collating, analysing and presenting statistics, management information and other data for departmental committees; and
- tracking decisions and actions to ensure appropriate and timely follow-up.
- Coordinate financial and administrative matters relating to the HoD, including travel and subsistence arrangements, expenses and allowances, subscription invoices, and expenditure associated with HoD-led meetings, events and activities, ensuring compliance with relevant University procedures.
- Manage the annual Prizes and Awards correspondence process on behalf of the HoD, preparing and issuing communications and ensuring Senior Tutors, supervisors and other relevant stakeholders are kept appropriately informed.
- Develop effective working relationships across the Department and wider University and with external organisations, representing the HoD Office professionally and contributing to the smooth and efficient operation of the office.
Selection Criteria:
- Proven experience working as a Personal Assistant or Executive Assistant to a senior leader, ideally within a large and complex organisation.
- Demonstrable experience handling sensitive and confidential information with a high degree of tact, discretion and professionalism.
- Proven ability to work effectively under pressure, manage competing priorities and deliver to tight deadlines while supporting and liaising with senior management.
- Excellent written and verbal communication skills, with the ability to communicate clearly, professionally and confidently with a diverse range of internal and external stakeholders.
- Strong interpersonal and collaborative skills, with the ability to work effectively as part of a small team while building productive relationships across a large and diverse network of internal and external stakeholders.
- Ability to exercise a high degree of personal responsibility, sound judgement and initiative, demonstrating a positive, proactive and flexible approach to work.
- Proven experience of successfully planning, coordinating and delivering events, with a good understanding of the requirements associated with organising professional, academic and social events.
- Strong numeracy skills, with experience of monitoring budgets, managing project finances and maintaining accurate financial records.
- Excellent digital literacy and IT skills, including proficiency in Microsoft 365 applications such as Word, Excel, PowerPoint, OneNote, Outlook and SharePoint (or equivalent web-based systems), with the ability to adapt confidently to new and evolving technologies.
- Excellent organisational and time-management skills, with the ability to prioritise and manage a varied and demanding workload, meet competing deadlines and respond effectively to changing priorities, unpredictable workloads and periods of high activity.
Vacancy ID: 24230
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