Executive Assistant

We are seeking an experienced Executive Assistant / Personal Assistant with previous experience working within the University of Oxford to provide high-level support to four senior leaders within a busy and complex organisation.

This is a fast-paced role requiring someone who is highly organised, proactive and confident working with senior stakeholders. The successful candidate will be comfortable managing complex diaries, competing priorities and sensitive information, while working with a high degree of autonomy and discretion.

Previous EA or PA experience within the University of Oxford is essential, as the role requires an individual who can quickly understand and navigate University systems, processes and ways of working.

Key Responsibilities

• Provide high-level Executive Assistant support to four senior leaders within a busy, complex organisation.

• Manage demanding and complex diaries, coordinating meetings across multiple time zones and proactively resolving scheduling conflicts.

• Act as a key point of contact for internal and external stakeholders, handling confidential and sensitive matters with discretion and professionalism.

• Manage correspondence and enquiries on behalf of senior leaders, using sound judgement to prioritise and respond appropriately.

• Coordinate meetings, including preparing and circulating agendas, papers and minutes, and tracking follow-up actions.

• Support short-term projects and time-sensitive submissions, monitoring deadlines, actions and deliverables.

• Manage complex administrative processes, maintaining accurate trackers, documentation and workflows.

• Develop and improve administrative systems and processes where required, while quickly adapting to established organisational policies and procedures.

• Build effective working relationships with a wide range of senior internal and external stakeholders.

• Manage expenses, purchasing and financial administration in accordance with organisational policies.

• Provide general operational and administrative support as required to ensure continuity throughout the temporary cover period.

• Work with a high degree of autonomy, initiative and sound judgement in a fast-paced environment where priorities can change quickly.

About You

We are looking for an experienced PA or EA who has previously worked within the University of Oxford and is able to step into a busy environment and provide effective support from day one.

You will ideally have:

• Previous EA or PA experience within the University of Oxford – essential.

• Strong knowledge and understanding of University of Oxford systems, processes and administrative procedures.

• Previous experience supporting senior leaders in a complex and demanding environment.

• Excellent diary and meeting management skills, including experience coordinating complex schedules and competing priorities.

• Strong Microsoft Office skills, particularly Outlook, Word, Excel and Teams.  

• Experience managing expenses, purchasing and financial administration. 

University of Oxford Experience

Previous experience working as an EA or PA within the University of Oxford is a mandatory requirement for this role.

Candidates should ideally have familiarity with relevant University systems and processes, including Oracle R12 and Key Travel, and be able to apply this knowledge immediately with minimal training.