We are seeking an experienced and highly organised Executive Assistant to provide senior-level support alongside operational and project coordination. This autonomous role combines complex diary management, international travel, research programme support, stakeholder engagement and funding administration within a fast-paced academic environment.
The position is set to commence ASAP and will be full-time for an initial duration of 12 weeks with a pay rate of £180.80 per hour + holiday pay
Key Duties:
- Manage complex senior diaries, meetings and competing priorities across multiple time zones
- Coordinate UK and international travel, accommodation and visa arrangements
- Manage shared inboxes, correspondence, expenses and administrative processes
- Organise team meetings, prepare agendas and track actions through to completion
- Maintain project and activity trackers, monitoring deadlines, milestones and deliverables
- Coordinate research project logistics, budgets and programme activities
- Liaise with collaborators and support contracts and agreements
- Build effective relationships with external stakeholders and international partners
- Identify and circulate relevant funding opportunities
- Support funding applications, including drafting initial proposal content and coordinating academic input
- Coordinate meetings, events and partnership activities, both online and in person
- Provide proactive operational support, identifying and resolving issues independently
Selection Criteria:
- Substantial experience providing executive support to senior academic or professional staff
- Proven experience managing complex diaries, international travel and multi-time-zone scheduling
- Excellent organisational and project coordination skills with ability to manage multiple priorities
- Ability to work autonomously, exercise sound judgement and proactively solve problems
- Excellent written and verbal communication skills, including drafting correspondence, briefings and meeting documentation
- Strong stakeholder management skills with confidence working with senior and international contacts
- Experience with budgets, expenses and financial tracking
- Strong IT skills, including Microsoft Word, Excel, Outlook, Teams and cloud-based collaboration tools
- Practical experience using generative AI tools, including ChatGPT
- High level of accuracy, numeracy and attention to detail
- Ability to handle sensitive and confidential information with tact and discretion
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Vacancy ID: 24538
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