Executive Assistant
2 weeks ago
About EIT: The Ellison Institute of Technology (EIT) Oxford's purpose is to have a global impact by fundamentally reimagining the way science and technology translate into end-to-end solutions and delivering these solutions in programmes and platforms that respond to humanity's most challenging problems. EIT Oxford will ensure scientific discoveries and pioneering science are turned into products for the benefit of society that can have high-impact worldwide and, over time, be commercialised to ensure long-term sustainability. Led by a faculty of world experts, EIT Oxford seeks to solve the world's most challenging problems across four high-risk, high-reward, high-impact humane endeavours: health and medical science; food security and sustainable agriculture; climate change and clean energy; and government innovation in an era of artificial intelligence. EIT Oxford is investing significant resources in a new world-class research and development facility in the Oxford Science Park.
Set for completion in 2027, the state-of-the-art campus includes 300,000 sq ft of research laboratories, an oncology and preventative care clinic, and educational and meeting spaces.
Together, they create the perfect environment for EIT Oxford experts to take ground-breaking ideas from research to broad implementation.
The new facility will further EIT's current partnership with the University of Oxford and become the new home for Ellison Scholars. EIT Oxford is committed to cultivating a community where excellence is achieved through collaboration, trust, innovation and tenacity.
We foster an environment where everyone's experience and expertise are valued.
We are curious and resilient in our efforts to drive long-term, sustainable innovation to meet humanity's most enduring challenges. About the AI department: We are a team of AI researchers, applied AI scientists, data and software engineers within EIT.
We work across all the humane endeavours, supported by world-class data platforms and large-scale computing.
AI is at the heart of how EIT tackles humanity's most pressing and enduring challenges.
Our mission is to harness state-of-the-art statistical machine learning to 10x the impact of EIT's programmes and discover novel AI approaches that lead to 100x impact in the future. Due to the continued growth, we are looking to recruit a highly organised Team EA to support 5 members of the leadership team within the AI Team.
This role requires a confident person who can demonstrate a strong background in diary management, meeting scheduling, travel arrangement, and planning of events.
Excellent communication skills, the ability to multi-task in a fast-paced environment,t and being proactive will be essential. Key Responsibilities: Diary and Meeting Management: Manage the calendars for five members of the leadership team ensuring optimal time management and prioritising key meetings. Schedule and coordinate meetings, including booking rooms, preparing agendas, circulating relevant documents, and managing follow-up actions. Proactively monitor and manage calendar conflicts, ensuring timely adjustments and clear communication to all parties. Take detailed notes and minutes in meetings to provide an accurate summary of topics, clear action points and outputs and distribute in a timely manner Travel: Organise national and international travel for the Executives, including flights, accommodation, transportation, and visas where necessary.
Providing detailed itineraries with all booking information. Handle last-minute changes or cancellations as needed, and act as the primary point of contact for travel-related queries. Event Management: Organise, manage and execute events to include leadership meetings, workshops, team-building days, and away days.
Including researching venues, coordinating logistics, managing invitations, and overseeing catering and any technology needs. Coordinate external events or conferences as required, ensuring alignment with organisational requirements. Prepare and distribute materials for events, such as agendas, presentations, and attendee lists, and manage communications with all participants. Qualifications & Experience: Proven experience within a similar Administrative or Team EA role where you have supported multiple senior-level managers Strong working knowledge of Microsoft Office (Word, Excel, PowerPoint) and competent with virtual meeting platforms (TEAMS, Zoom, Slack) Experience in organising, managing and overseeing internal and external event Highly organised person who is able to remain calm when working under pressure Excellent attention to detail Competent communicator at all levels both internally and externally Nice to have but not essential: Have experience of working within a fast-paced start-up business Terms of Appointment: You must have the right to work permanently in the UK with a willingness to travel as necessary. You will live in, or within easy commuting distance of, Oxford. During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the programme. Why work for EIT: At the Ellison Institute, we believe a collaborative, inclusive team is key to our success.
We are building a supportive environment where creative risks are encouraged, and everyone feels heard.
Valuing emotional intelligence, empathy, respect, and resilience, we encourage people to be curious and to have a shared commitment to excellence.
Join us and make an impact We offer the following salary and benefits: Salary: £40K - £45K + bonus Enhanced holiday pay Pension Life Assurance Income Protection Private Medical Insurance Hospital Cash Plan Therapy Services Perk Box Powered by JazzHR
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