Directors Office Administrator

AD WARRIOR; Oxford; On-site; GBP 32,000 - 38,000; Full time

Job summary

A reputable Centre in Oxford is seeking an experienced Directors Office Administrator. This role involves providing high-quality support to the Director, managing their diary, organising travel across time zones, and liaising with international stakeholders. Ideal candidates will bring significant PA experience, excellent communication and organisational skills, and a methodical approach to maintain high standards of confidentiality.

Benefits

35 days leave per annum, including public holidays

Generous pension scheme with up to 14% employer contributions

Lunches provided during term time

Qualifications

• Significant PA experience, including board-level support.
• Experience of working both in a team and independently.

Responsibilities

• Full management of the Director’s Outlook and paper diary.
• Organising international and domestic travel.
• Acting as Secretary to the External Relations Committee.

Skills

Written and verbal communication

Organisational skills

Attention to detail

Discretion and confidentiality

Positive attitude

Microsoft Office skills

Job description

Directors Office Administrator

Location: Oxford, OX3 0EE

Salary: £32,000 - £38,000 per annum

Hours: 37.5 hours per week, Monday to Friday plus up to 14 Saturdays a year (For which overtime will be paid or granted as time off in lieu if agreed in advance) Normal working hours will be 9:00-17:30, however the successful candidate will need to be flexible with these timings, according to the Director’s schedule if required.

Our client is looking for an experienced Administrator to provide high-quality support to the Director of the Centre across the range of his responsibilities.

This is an exciting opportunity to take on a diverse and challenging role working in an international environment for a growing educational institution, as part of a close-knit team.

The Role

• Full management of the Director’s Outlook and paper diary, ensuring coordination of high profile visits and organisational, academic and personal commitments, including working across different time zones.
• Ensuring the Director is briefed as required and has all relevant papers for meetings.
• Organising international and domestic travel, liaising with the relevant parties and preparing a comprehensive travel itinerary. This may include arranging flights, hotels and visas where applicable.
• Maintaining records in relation to travel expenses in liaison with the Finance Office, including raising POs and ensuring receipt of refunds where required.
• Organising catering arrangements for the Director, including ahead of VIP Guest visits.
• Liaising with and meeting and greeting both VIP and academic guests from around the world, offering refreshments and taking time out with VIP Assistants where necessary.
• Acting as Secretary to the External Relations Committee, including agenda preparation, attending monthly meetings and recording actions as appropriate.
• Maintaining a working manual for the Director’s Office.
• Ensuring the paper and electronic maintenance of records within the Director’s and Trust Offices.
• Carrying out regular checks of database circulation files to ensure accuracy.
• Drafting correspondence on behalf of the Director.
• Organising the twice-yearly meetings of the Board of Trustees.
• Attending meetings as required, with and without the Director.
• Assisting with the organization of Centre events, including lectures and VIP visits.
• Responding to calls to the Director’s Office and directing them as appropriate.
• Ad hoc management of projects.
• Managing the Centre’s Committee structure.
• Attending such committees as required.
• Any other reasonable request as directed by the Director.

Skills and Qualifications

• Significant PA experience, including board-level support
• Excellent written and verbal communication skills
• Excellent organisational skills with the ability to think ahead and anticipate future needs
• A methodical approach to work with attention to detail at all times
• A welcoming and professional manner with the ability to liaise with a variety of individuals, including high-profile international stakeholders
• Discretion and the ability to maintain high standards of confidentiality
• Positive, can-do attitude with the ability to work under pressure
• Experience of working both in a team and independently.
• Excellent Microsoft Office and database skills are essential

Benefits

• 35 days leave per annum, including public holidays
• Generous pension scheme with up to 14% employer contributions
• Lunches provided during term time (when available)

To Apply

If you feel you are a suitable candidate and would like to work for this reputable Centre, please do not hesitate to apply.