Executive Assistant

University of Oxford; Oxford; On-site; GBP 35,000 - 42,000; Full time

Job summary

A prestigious educational institution is looking for an accomplished Executive Assistant to provide exceptional support to the Chief Digital Information Officer (CDIO). This position involves managing a complex diary, preparing briefings, and overseeing office procedures in a fast-paced environment. Ideal candidates will have extensive executive support experience, excellent communication skills, and a proactive approach to work.

Benefits

38 days of annual leave

Generous family leave schemes

Hybrid and flexible working options

Excellent pension scheme

Commuting options

Access to social, cultural, and sports clubs

Qualifications

• Significant experience of providing personal/executive support to a senior officer.
• Demonstrable experience of diary management, including making complex travel arrangements.
• High levels of literacy and excellent communication skills.

Responsibilities

• Provide professional support to the CDIO and manage their diary.
• Handle confidential matters and act as a trusted partner to senior colleagues.
• Prepare briefings, draft correspondence, and coordinate key meetings.

Skills

Diary management

Interpersonal skills

Communication skills

Organizational skills

IT skills (Microsoft Office)

Job description

Are you an accomplished Executive Assistant who excels at supporting senior leaders in a fast-paced environment?

Take on a pivotal role within the Vice-Chancellor and Registrars’ Office at the University of Oxford, supporting the strategic leadership that drives the University’s digital and information agenda. In this fast-paced and high-profile position, you’ll provide exceptional executive support to the Chief Digital Information Officer (CDIO), helping to deliver innovation and transformative change across the University.

Location: University Offices, Wellington Square, Oxford

Salary: £35,681 – £41,636 per annum

Contract: Full Time, Permanent

About Us

Spanning the historic streets of the "city of dreaming spires", the University of Oxford has been ranked the world’s leading university for ten consecutive years. A place where centuries of tradition meet world-changing innovation, we offer you the chance to shape the future while working in an inspiring environment that promotes excellence. Here, you’ll contribute to ground-breaking research that tackles global challenges – from advancing sustainability to pioneering healthcare solutions – and join a diverse, inclusive community that champions your wellbeing, development, and aspirations. Apply now to become part of our extraordinary legacy.

The Vice-Chancellor and Registrars’ Office forms part of University Administration and Services (UAS), supporting the University’s strategic leadership and operational excellence. The CDIO’s portfolio drives the University’s digital strategy and oversees the delivery of information technology and data services that underpin the University’s world-class teaching, research, and administration.

What We Offer

Working at the University of Oxford offers several exclusive benefits, such as:

• 38 days of annual leave (inclusive of public holidays) to support your wellbeing, with the option to purchase up to 10 extra days and additional leave after long service.
• One of the most generous family leave schemes in UK higher education, offering up to 26 weeks of full-pay maternity and adoption leave, plus 12 weeks of full-pay paternity/partner leave.
• A commitment to hybrid and flexible working to suit your lifestyle.
• An excellent contributory pension scheme.
• Affordable and sustainable commuting options, including a cycle loan scheme, discounted bus travel, and season ticket loans.
• Access to a vibrant community through our social, cultural, and sports clubs.

About the Role

This is a fast-paced and rewarding role where you’ll provide professional and proactive support to the CDIO, ensuring their time is managed effectively and their office runs smoothly. You’ll handle a wide range of confidential and high-profile matters, exercise sound judgement, and act as a trusted partner to senior colleagues across the University.

You’ll manage the CDIO’s complex diary, prioritise competing demands, prepare briefings, draft correspondence, and coordinate key meetings and events. You’ll also oversee office systems and procedures, liaise with internal and external stakeholders, and ensure the CDIO is fully equipped for every engagement.

Reporting to the Head of the Registrar’s Office and working closely with senior administrative staff across UAS, you’ll build strong relationships, maintain discretion, and play an integral role in enabling effective leadership of the University’s digital transformation portfolio.

About You

• Significant experience of providing personal/executive support to a senior officer.
• Demonstrable experience of diary management, including making complex travel arrangements.
• Excellent interpersonal skills with an ability to build relationships with people at all levels, internal and external to the University.
• High levels of literacy and excellent communication skills, including the ability to draft correspondence, take minutes/meeting notes, and produce well‑researched notes.
• Strong organisational and time‑management abilities; ability to self‑motivate; manage a range of tasks in parallel; and reprioritise effectively in response to change.
• Ability to solve problems and work under pressure while maintaining accuracy.
• Ability to act with high levels of discretion and personal responsibility when dealing with confidential and sensitive matters.
• Conscientious and proactive approach to work, with the ability to work well as part of a small team.
• Excellent IT skills, including as a minimum Microsoft Office packages.

Application Process

To apply, please upload:

• A covering letter/supporting statement
• Your CV
• The details of two referees

The closing date for applications is 12 noon on Friday 21 November.

Interviews will take place week commencing 8 December, and will be held in person.