Job Description

To apply for this role you must have:

Previous experience in an secretarial role, ideally as an Executive or Personal Assistant is essential. Applicants without this experience will not be considered and need not apply

We are seeking a proactive and highly organised Executive Assistant to provide high-level administrative and logistical support to the Director of Audiences & Content. This is a varied and fast-paced role that requires exceptional attention to detail, sound judgement, and the ability to manage competing priorities efficiently. It is ideal for someone who thrives in a collaborative environment and is confident communicating across all levels.


The position is set to commence ASAP and will be full-time for an initial duration of 12 weeks with a pay rate of 16.57 per hour + holiday pay

Key Responsibilities

Diary and Meeting Management

Coordinate the Director's meetings and schedule, using initiative to make decisions around conflicting demands Organise meetings, workshops, and away days, including room bookings, catering, and guest invitations Prepare and circulate agendas, papers, briefing notes, and minutes

Communication and Correspondence

Act as first point of contact for visitors and handle general correspondence, phone calls, and emails Respond to a range of queries on behalf of the Director, or draft and send appropriate responses Develop and maintain effective working relationships across the department and the wider University

Travel and Events

Arrange complex UK and international travel, including visas and risk assessments Manage logistics and support for internal and external meetings and events

Administrative Support and Office Coordination

Monitor and manage departmental filing systems (paper and electronic), and maintain office equipment and supplies Allocate ad hoc tasks to administrative staff and arrange temporary cover when needed Organise inductions for new staff and maintain training, holiday, and sickness records as required

Selection Criteria

Previous experience in a secretarial or administrative role, ideally as an Executive or Personal Assistant Excellent organisation and time management skills, with the ability to manage a broad workload Strong interpersonal skills and a collaborative, team-focused approach Initiative and independence, with confidence to solve problems and progress tasks High levels of discretion and judgement when handling sensitive or confidential matters Clear and concise written and verbal communication skills Excellent attention to detail, particularly in financial processes Strong IT skills, including proficiency in Microsoft Office and familiarity with Oracle or similar finance systems

Vacancy ID:

19567

Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.

Further information can about the Temporary Staffing Service can be found on our website https://www.jobs.ox.ac.uk/temporary-staffing-service