Executive Assistant and Administrator

2 weeks ago

Oxford, United Kingdom Balliol College Full time

**Salary**: Grade 8: £43,414 - £51,805 per annum

**Contract**: Fixed term, Starting April 1 2023 for 18 months

**Hours** 37.5 hours a week, Monday to Friday

**Reports to**: Professor Philip Howard

**Location**: Balliol College, Broad Street

**ROLE PURPOSE**

Reporting to Professor Howard, the post holder will act as an Executive Assistant and Administrator of the International Panel on the Information Environment (IPIE), being launched from Balliol College in the University of Oxford.

We are seeking to appoint a motivated and approachable individual with experience of research management, preferably in a higher education setting, to provide administrative support for Professor Howard and the IPIE. The IPIE will establish a global scientific effort to independently analyse systems of information manipulation and bias, provide neutral assessments on the condition of the global information environment, and evaluate the best policy solutions for addressing threats to that environment.

Reporting to Professor Howard, and working closely with the IPIE partner network, including colleagues at Balliol College, the PeaceTech Lab, and a number of other Universities, the person in this post will serve as Executive Assistant and administrative support for the IPIE leadership team of the IPIE.

You will provide general administrative support to ensure the smooth operation of the network’s grants, accounts, specific research projects and general support services. You will oversee the day-to-day administrative tasks of the project and will assist with organising and coordinating our research activities across the world. Part of the role will also involve assisting the Finance Officer during grant audits and financial reporting and providing information in a timely fashion with a high level of attention to detail. Other tasks will involve providing administrative and financial oversight on specific project budget items, organising meetings, preparing agendas, writing minutes as well as managing budgets and timelines of the project.

It will be required that you have a demonstrative enthusiasm for the role, and the IPIE’s aim to aim to improve the global information environment.

You will be friendly, personable and conduct yourself in a professional manner, with a personal commitment to providing outstanding support at all times. It is desirable that you have experience of working within a large international research project, but not essential.

**MAIN DUTIES**
- Provide administrative support, including taking calls, scheduling meetings, managing executive requests, organizing tasks and outreach for the office of Professor Howard
- Assist the College in financial oversight in the preparation of project grant and financial reporting
- Assist the PI, project managers and the Finance Officer with the management of project budgets
- Ensure project related service contracts with suppliers and external experts are appropriately and effectively managed, invoiced and timelines are met
- Organising meetings, schedules and maintaining Project timelines as specified by our funders
- Managing the diary of the PI, using initiative to make considered judgements when juggling the demands placed on the schedule
- Coordinate project related committee work: organising meetings, preparing agendas, writing minutes and ensuring the research is completed and deliverables are achieved in a timely manner. Identify actions and ensure decisions are effectively implemented.
- Making travel arrangements for UK and international travel for team members. including making arrangements for visas where necessary
- Providing administrative support on financial matters in particular procurement of goods and services following university purchasing process
- Providing Project Managers with general administrative assistance as required, especially with respect to arranging project related financial and non-financial collaboration agreements, NDAs, publication agreements and other research documentation for the network.
- Working with the project managers and the PI to support delivery of project
- Developing successful working relationships with academic and support staff colleagues across the IPIE network, College and in the wider University

**PERSON SPECIFICATION**

**Essential**
- Experience of working in research project administration
- Proven experience of financial administration on research grants
- Excellent attention to detail, with a proven ability to work independently and accurately with detailed narrative, numerical, and financial data.
- Excellent interpersonal and communication skills, the ability to build trust and good relationships, and the ability to work well with diverse stakeholders in different cultural contexts.
- Proven experience of working in a team, with the ability to liaise and work effectively with a wide range of colleagues.
- A high degree of computer literacy and proficiency in the use of computer software; in

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