Executive Assistant to Academic Area Heads

3 weeks ago

Oxford, United Kingdom University of Oxford Full time

Grade 5: £28,131-£33,348 per annum

Permanent

An exciting opportunity has arisen for a dynamic and highly organised individual to join us as an Executive Assistant to our Academic Area Heads. You will play a critical role in managing and coordinating a diverse range of matters, often highly confidential, ensuring the smooth operation of our esteemed Academic Area.

This position reports directly to the Head of the Executive Office, working collaboratively with a team of executive assistants and administrators supporting the senior leadership of the School. The Academic Area Heads are distinguished members of our academic faculty who are leaders representing the three major Academic Areas: FAME (Finance, Accounting, Management Science, and Economics), SIM (Strategy, Innovation and Management), and TOPOS (Technology and Operations Management and Organisation Studies).

**Key Responsibilities**:

- Proactively manage the diaries of the Academic Area Heads, utilising sound judgement in balancing demanding schedules.
- Draft and manage correspondences on behalf of the Academic Area Heads, sometimes necessitating the research and preparation of information.
- Coordinate and facilitate meeting arrangements, including appropriate catering services for meetings within the office and other venues.
- Arrange complex domestic and international travel, inclusive of necessary visa arrangements.
- Work closely with Academic Area Administrators to ensure comprehensive support for the Academic Area Heads in their faculty responsibilities.
- Provide thorough administrative support on financial matters, including travel, subsistence, expenses, allowances, and subscription invoices.
- Maintain and improve record-keeping and filing systems where appropriate.
- Build and maintain strong working relationships with academic and support staff across the department and the wider University.

**Selection Criteria**:

- Prior experience in diary management and complex travel arrangements.
- Proficiency in drafting correspondence and creating well-presented reports.
- Excellent computer skills, particularly with the Office 365 Suite and video conferencing platforms like Zoom and Teams.
- High standard of numeracy; competent in managing finances.
- Experience handling confidential matters with tact and discretion.
- Ability to manage and prioritise a varied and busy workload, delivering to set deadlines.
- Exceptional attention to detail and a high level of accuracy.

**What We Offer**

Your happiness and wellbeing at work matters to us, so we offer a range of family friendly and financial benefits including:

- Flexible hybrid working
- An excellent contributory pension scheme
- 38 days annual leave
- A comprehensive range of childcare services
- Family leave schemes
- Cycle loan scheme
- Membership to a variety of social and sports clubs
- Discounted bus travel and Season Ticket travel loans

For further guidance and support, please visit
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