Executive Assistant to Customer Operations

3 weeks ago

Oxford, United Kingdom Oxa Full time

How would you act as a cornerstone for the VP's of a company that is scaling up internationally? How would you ensure our VP's help to continue to expertly guide us forward? We are building Universal Autonomy, we think differently, and would welcome you, if you would like to make the Earth move.

We are an international startup, scaling-up rapidly (300+ and growing) with our base in Oxford and Toronto, but hiring in multiple countries. The problems we are solving require diversity of thought, so we are committed to, and welcome diverse backgrounds and individuality.

**The Role**

Joining us as an Executive Assistant in a predominantly onsite role (based at our HQ in Oxford), you will be working as a key part of the Executive team. You will be working directly with the VP of Commercial and VP of Marketing and responsible for the following:

- Managing VP of Commercial & VP of Marketing calendars and arrange meetings
- Managing VP of Commercial & VP of Marketing time constraints and ensuring all meeting times are met, even if interrupting overrunning meetings
- Make travel and accommodation arrangements for VP of Commercial & VP of Marketing and other senior executive members
- Act as the point of contact among executives, employees, clients and other external partners
- Completing a broad variety of administrative tasks that facilitate the VP of Commercial & VP of Marketing’s ability to effectively lead the organisation
- Work closely with the VP of Commercial & VP of Marketing to keep them well informed of upcoming commitments and responsibilities, following up appropriately
- Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the VP of Commercial & VP of Marketing and staff
- Provide hospitality to all guests and help to create a welcoming environment
- Prepare paperwork/briefings for upcoming meetings, talks, interviews etc.
- Prepare and submit monthly expenses

**Requirements**:
What you will bring to us in your role as Executive Assistant:

- Previous work experience as an Executive Assistant, Personal Assistant or similar role.
- Outstanding organisational and time management skills.
- Excellent verbal and written communications skills.
- Discretion and confidentiality.
- Ability to work under pressure and to deadlines when required.
- Strong ability to execute work with a diversity, equality, and inclusion lens.
- Significant executive support experience, including supporting C-level executives.
- Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
- Exceptional organisational skills and impeccable attention to detail.
- High degree of professionalism in dealing with diverse groups of people including senior executives, staff, community leaders, donors, and funded partners.
- Make appropriate, informed decisions regarding priorities and available time.
- Ability to complete a high volume of tasks and projects with little or no guidance.
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Excellent judgement is essential.
- Ability to switch gears at a moment’s notice.

Extra kudos if you have:

- Previous experience in a scale up tech organisation

**Benefits**

We provide:

- Competitive salary, benchmarked against the market and reviewed annually
- Hybrid and/or flexible work arrangements (however, please note we do require a reasonable onsite presence in our office in Oxford for this role)
- An outstanding £3,000 flexible benefits including private medical insurance, critical illness coverage, life assurance, EAP, group income protection
- A salary exchange pension plan
- 25 days’ annual leave plus bank holidays
- A pet-friendly office environment
- Safe assigned spaces for team members with individual and diverse needs

**Our Culture**:
Learn more about our culture here.

**Why become an Oxbot?**

Our team of experts in computer science, AI, robotics and machine learning is world-class, and together they’re solving the most exciting and important technological challenges of our times.

But as well as smarts, Oxbots have heart. Our diverse, multi-cultural crew is guided by a shared vision to bring the myriad benefits of autonomy to our customers and partners. And in a company that celebrates uniqueness as much as skill and experience, they do it with energy, conviction and a healthy dose of excitement, too.

If you are bold, creative and hyper skilled, come and create the future of autonomy with us at Oxa.

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