Executive Support Administrator

Oxford University Press; Oxford; Hybrid; GBP 80,000 - 100,000; Full time

Job summary

A renowned academic publisher in Oxford seeks an Executive Support Administrator to support the Group Technology Leadership team. You'll manage administrative tasks, coordinate travel, assist recruitment, and facilitate communication. The ideal candidate has experience with senior directors, strong organizational skills, and proficiency in software like Excel and Power BI. Enjoy a hybrid work policy, generous holidays, and excellent employee benefits.

Benefits

25 days' holiday, increasing with service

Pension contributions up to 12%

Access to loans and savings schemes

Qualifications

• Experience supporting C-Suite or Senior Directors.
• Intermediate level of computer literacy.
• High attention to detail.

Responsibilities

• Manage travel bookings for the team.
• Support the recruitment process and onboarding new hires.
• Facilitate communication between departments.

Skills

Organizational skills

Communication skills

Problem-solving skills

Time management

Tools

Microsoft Excel

Power BI

MS Teams

Outlook

Job description

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The Executive Support Administrator plays a pivotal role in supporting the dynamic Group Technology Leadership senior leadership team. Reporting directly to the Group Technology Director, the Executive Support Administrator will ensure efficient management of key events, administrative tasks, co-ordination of travel arrangements, and assist with recruitment and onboarding processes. This role will also be responsible for the proficient handling of effective communications.

Duties will include:

• Ensuring Key Governance events are planned and communicated in advance and that all artefacts are collated and checked and submitted in a timely manner. This will involve close collaboration with our CEOs Executive Assistant and other Senior Stakeholders within the Press’s Governance Framework
• Budget Management: Oversee and manage CTO budgets including tracking of travel and training budgets to ensure proactive management of cost and adherence to financial guidelines.
• Travel Coordination: Arrange travel bookings for team, ensuring efficient and timely travel plans.
• External training coordination: Arrange bookings and organize attendance to external training events and conferences, ensuring efficient and timely planning.
• Recruitment Assistance: Support the recruitment process, engage with HR and Recruitment teams and act on behalf of Heads of department to facilitate smooth candidate experiences.
• Onboarding Process: Assist in the onboarding of senior new hires, providing them with the necessary resources and guidance to integrate into the team, working with the hiring manager.
• Meeting Facilitation: Organize and facilitate meetings, internal training events and workshops with members of the senior leadership team
• Document Preparation: Gather data and prepare and distribute reports and relevant documents.
• Inbox Management: Manage the inbox of the Group Technology Director, prioritizing and responding to emails and calendar invites as appropriate.
• Communication Flow: Facilitate clear and effective communication between departments and with external stakeholders.
• Administrative Support: Provide general administrative support to Group Technology senior leadership team, contributing to the overall efficiency of the department.

We operate a hybrid working policy that requires a minimum of 2 days per week in the Oxford office.

About You

• Experience of Supporting C-Suite or Senior Directors
• Intermediate level of computer literacy (including Microsoft Excel)
• Excellent organizational and time management skills
• Ability to offer a pro-active and flexible approach.
• Ability to problem-solve.
• Experience of multiple business systems and software
• High attention to detail
• Excellent knowledge of software packages (especially Word Excel, MS Teams, Outlook)
• Excellent communication and interpersonal skills
• Experience in a busy administrative role
• Experience with Power BI
• Experience in the IT industry
• Experience of business process improvements

We care about work/life balance here at OUP. With this in mind we offer 25 days’ holiday that rises with service, plus bank holidays and Christmas closure (3-days) and a 35-hour working week. We are open to discussing flexibility in respect to working patterns, dependent on role. We also have a great variety of active employee networks and societies.

We help make your money go further by contributing to your pension up to 12%, offering loans and savings schemes through our partnership with Salary Finance, in addition to travel to work schemes and access to a wide range of local discounts.

Please see our Rewards and Recognition page for more information.