Executive Assistant

OxTS RD; Middleton Stoney; On-site; GBP 21,000 - 30,000; Part time

Benefits offered by this job

Discretionary profit share bonus

27 days annual leave plus bank hols

Private Medical Insurance

Group Income Protection Insurance

Job summary

Oxford Technical Solutions is seeking an Executive Assistant to provide proactive administrative support to the CEO and board. The role involves managing diaries, coordinating governance, travel planning and preparing briefing materials.

The ideal candidate will be highly organised, discreet and able to work independently in a fast-paced technology business. Part-time, roughly 18-22 hours per week, with flexible working patterns.

Qualifications

• Previous experience as a PA, Executive Assistant or similar role.
• Excellent organisational and time-management skills with the ability to prioritise competing demands.
• Strong written and verbal communication skills.
• Understand the importance of confidentiality and discretion when handling sensitive information.
• Strong Microsoft 365 skills, including Outlook, Word, PowerPoint and Teams.

Responsibilities

• Manage diaries, appointments and meeting schedules, proactively resolving conflicts and ensuring time is allocated for strategic priorities.
• Support the CEO and Management Team with administration tasks.
• Manage travel bookings, accommodation and itineraries.
• Prepare and quality check briefing materials ahead of meetings and events.
• Draft routine correspondence and communications on behalf of the CEO.
• Monitor and manage designated email inboxes where appropriate.
• Arrange UK and international travel, accommodation and itineraries, and process related expenses.
• Co-ordinate and organise board and strategic planning meetings, including scheduling, venue bookings, agendas, collating papers and setting up meetings.
• Produce meeting minutes and maintain action trackers.
• Monitor progress against actions and follow up with owners to complete tasks.
• Support governance processes and maintain confidential records.
• Organise activities across leadership teams and help execute company initiatives.

Skills

PA experience

Executive support

Organisational skills

Communication skills

Confidentiality

Tools

Microsoft 365

Job description

Executive Assistant

Department: Management

Employment Type: Part Time

Location: Middleton Stoney, United Kingdom

Description

We have an exciting new opportunity for an Executive Assistant to join the team at Oxford Technical Solutions. This is a role for someone with a genuine interest in our technology — enough to understand what we do and use that understanding to carry out the role effectively.

You will provide proactive administrative support to the CEO and the wider board, taking on the organisational and coordination work that frees the CEO to focus on strategic leadership, business growth and stakeholder engagement.

Acting as a trusted partner to the CEO, you will manage their priorities, coordinate activity across the leadership team, support governance processes and keep executive operations running smoothly.

The ideal candidate is highly organised and detail-oriented, handles confidential matters with discretion, and has the confidence to work independently in a fast-paced technology business.

(This role is part-time, around 18-22 hours per week which can be worked flexibly)

Key Responsibilities

Executive Support

• Manage diaries, appointments and meeting schedules, proactively resolving conflicts and ensuring time is allocated for strategic priorities.
• Support the CEO and Management Team with administration tasks.
• Manage travel bookings, accommodation and itineraries.
• Prepare and quality check briefing materials ahead of meetings and events.
• Draft routine correspondence and communications on behalf of the CEO.
• Monitor and manage designated email inboxes where appropriate.
• Arrange UK and internation travel, accommodation and itineraries, and process related expenses.

Meeting & Governance Support

• Co-ordinate and organise management, board and strategic planning meetings, including scheduling, venue bookings, agendas, collation and distribution of papers and room or virtual meeting set up.
• Produce meeting minutes and maintain action trackers.
• Monitor progress against agreed actions and follow up with action owners to ensure assigned actions are completed by relevant stakeholders.
• Support governance processes and maintain confidential records to a high standard.

Business Coordination

• Acts as a central point of contact for internal and external stakeholders.
• Co-ordinate activities across the leadership and management teams.
• Support the planning and execution of company initiatives and projects.
• Track key business priorities and provide progress updates to the CEO.
• Assist in organising company events, leadership team workshops and customer visits.

Document & Information Management

• Prepare, proofread and format reports, presentations and business documents.
• Coordinate document approvals and electronic signature processes.
• Organise and maintain confidential records and information.
• Ensure key documents are organised and accessible.

Stakeholder Management

• Effectively and promptly manage communications with customers, suppliers, partners and advisors where appropriate.
• Build effective working relationships with key stakeholders.

Skills, Knowledge and Expertise

Essential

• Previous experience as a PA, Executive Assistant or similar role.
• Excellent organisational and time-management skills with the ability to prioritise competing demands.
• Strong written and verbal communication skills.
• Understand the importance of confidentiality and discretion when handling sensitive information.
• Strong Microsoft 365 skills, including Outlook, Word, PowerPoint and Teams.
• Ability to work independently with minimal supervision; calm and adaptable in a fast paced environment.
• Approachable team player who builds effective working relationships.
• Proven experience as an Executive Assistant, Personal Assistant or Senior Administrator supporting at director or board level. Experience managing complex diaries, co-ordinating meetings across multiple stakeholders, preparing meeting paper, including board meetings, and taking minutes.

Desirable

• Familiarity with project tracking and action management.
• Experience working within a technology, engineering or manufacturing environment.
• Experience using Confluence/Teams, document management and electronic signature systems.

Benefits

• Discretionary annual profit share bonus
• 27 days annual leave plus bank holidays
• 5% employee and 5% employer contributions through our via our salary sacrifice workplace pension scheme with Scottish Widows
• Group Income Protection Insurance Scheme
• Private Medical Insurance
• Death In Service Scheme
• Electric Vehicle Scheme
• Smart casual dress code