Executive Assistant

Allen Associates; Bicester; Hybrid; GBP 34,000 - 46,000; Full time

Benefits offered by this job

Free parking

Excellent transport links

25 days annual leave

Life assurance

Income protection

Pension contributions

Retail discounts

Job summary

Allen Associates in North Oxford is seeking an experienced Executive Assistant to support senior Directors with complex calendars, travel logistics, and polished communication. You will coordinate meetings, prepare presentations, and manage internal and external schedules to ensure smooth operations.

The ideal candidate has extensive diary management experience, excellent organisational skills, and strong proficiency in Microsoft Office Suite, Salesforce, SharePoint, and PowerBI, with fluent

Qualifications

• Extensive diary management experience, supporting senior Directors.
• Highly organised and detail-oriented with strong multitasking.
• Proficient in Microsoft Office Suite and Outlook; confident with PowerBI, Salesforce and SharePoint.
• Excellent written and verbal communication in English.

Responsibilities

• Coordinate and schedule meetings for senior leaders with attention to deadlines.
• Prepare presentations and materials for brand meetings; support Directors with key deliverables.
• Manage full calendars including calls, meetings and travel in partnership with Travel Department.
• Handle travel bookings (flights, taxis, hotels) per business needs.
• Log meetings and update reports in Salesforce; maintain central contact lists on SharePoint.

Skills

Diary management

Organised

MS Office

PowerBI

Salesforce

SharePoint

English fluent

PowerPoint

Tools

Salesforce

SharePoint

PowerBI

Microsoft Office

Job description

Executive Assistant

Are you an experienced Executive Assistant with a passion for supporting high-level professionals and managing complex schedules? If you thrive in a dynamic environment and excel at organisation and communication, this could be the role for you.

Executive Assistant Responsibilities

This position will involve, but will not be limited to:

• Coordinating and scheduling meetings for senior leaders, ensuring smooth and efficient processes.
• Preparing presentations and materials for brand meetings, supporting Directors with key project deliverables.
• Managing full calendars, including internal and external calls, meetings, and travel logistics in partnership with the Travel Department.
• Handling all travel bookings and arrangements, including flights, taxis, and hotels, in accordance with business needs.
• Managing Salesforce to log meetings, update reports, track actions, and ensure data accuracy.
• Maintaining and updating central contact lists and reports on SharePoint to facilitate transparency across teams.
• Following up on brand meeting actions, sharing presentation materials, and communicating effectively with stakeholders.
• Building and maintaining relationships with European Teams, Coordinators, and other departments.
• Processing expenses for Directors in line with deadlines and budgets.
• Supporting various projects, research, and initiatives to drive key retail business objectives.
• Assisting in coordinating departmental events and conferences.
• Providing flexible support across the team and adapting to shifting priorities as required.

Executive Assistant Rewards

Salary of £40,000

Full-time, fixed-term contract for 12 months, working 40 hours per week, 9am-6pm, Monday to Friday.

Hybrid working, with on-site presence required atleast 2 days per week, or more subject to business needs - flexibility essential based on when Directors are on-site.

Benefits include free parking, excellent transport links, 25 days annual leave, life assurance, income protection, pension contributions, retail discounts, and more.

The Company

Our client specialises in creating iconic, architecturally distinctive environments that attract international visitors. They foster a diverse, inclusive culture with a non-hierarchical management style and a focus on teamwork and professional development.

Executive Assistant Experience Essentials

• Extensive diary management experience, preferably supporting multiple senior Directors or corporate executives.
• Highly organised, detail-oriented, and efficient with strong multitasking capabilities.
• Proficiency in Microsoft Office Suite, Outlook, OneNote, Excel, PowerPoint, Word, with confidence to learn new systems such as PowerBI and AI.
• Excellent written, verbal, and interpersonal communication skills.
• Experience with Salesforce, SharePoint and PowerBI is desirable.
• An interest in luxury fashion retail is advantageous.
• Demonstrated ability to manage time effectively, prioritise tasks, and work proactively.
• Fluency in English required; additional European languages beneficial.

Location

Based in North Oxford, with accessible transport links and parking facilities. The role offers hybrid working arrangements, primarily on-site but with some flexible remote options.

Please note that sponsorship is not available for this position.