Executive Assistant to the Head of School Oxford, England
University of Oxford
Full Time
Oxford, England
31502 - 37386 GBP ANNUAL Today
Job description
We are looking to appoint an Executive Assistant to the Head of School for the School of Geography and the Environment (SoGE). The Executive Assistant will manage the Head of School’s administrative office and provide direct administrative support to the Head of School, taking responsibility for a range of processes.
The successful applicant will take full charge of the Head of School’s diary, including arranging a variety of meetings, some of which will involve making complex travel arrangements for the UK and abroad and making arrangements for visas as required. They will also be required to manage the Head of Schools confidential correspondence, making judgements on content in order to identify the priority items and responding to a range of issues on behalf of the Head of School when appropriate or reallocating to an appropriate member of staff.
The Executive Assistant will coordinate committee work, including producing, organising, and arranging the distribution of a wide range of documents, correspondence, ad hoc panel documents and reports. This includes making contact with others to collate papers and agendas for circulation, drafting materials on their own initiative, as well as taking the minutes at these meetings and identifying actions and ensuring that decisions are effectively implemented;
Further responsibilities include organising all new Associate Professorship roles after application deadline. This includes liaising with academics to set up interview schedules and liaising with all shortlisted candidates on a regular basis, booking international travel, accommodation and the meeting and greeting of interviewees.
This position requires a keen awareness of administrative best practice and excellent interpersonal skills enabling effective communication at all levels within the University (senior officers, faculty, students, staff) as well as with external agencies. It is important that the Executive Assistant can work within a cross-functional team and can function in a fast-moving environment with a strong orientation towards customer service.
The Executive Assistant must, at all times demonstrate good judgment and discretion in carrying out their responsibilities. It is also essential that they have demonstrable experience of executive assistant work for senior executives in a busy and pressurised office, including complex diary management, organising meetings and making travel arrangements.
Applications are particularly welcome and encouraged from women, black, and minority ethnic candidates, who are under-represented in posts in SoGE. SoGE are committed to equality and value diversity.
The closing date for applications is 12.00 noon on 7 June 2023, and interviews will be taking place in mid to late-June.
Applications for this vacancy are to be made online. You will be required to upload a cv and supporting statement as part of your online application.
