Programming & Events Administrator

Ellison Institute of Technology; Oxford; Hybrid; GBP 30,000 - 35,000; Full time

Benefits offered by this job

Travel allowance

Pension 7.5%

Private medical

Life assurance

Income protection

Employee discounts

Electric car scheme

Nursery salary sacrifice

Cycle to work

Family planning

Neurodiversity support

Coaching & therapy

Job summary

Ellison Institute of Technology (EIT) invites applications for an efficient Administrator to support the Student Engagement team within the EIT Education & Scholarships group. You will help coordinate undergraduate and graduate student programs connected to EIT projects at Oxford.

The role focuses on planning events, maintaining records in Salesforce, and providing high-touch administrative support across teams.

Qualifications

• Experience supporting the logistical aspects of events, meetings and projects.
• Strong verbal and written communication with exceptional interpersonal skills
• Strong cultural awareness and sensitivity, with the ability to work with people from a variety of backgrounds.
• Strong attention to detail.
• Demonstrable administrative experience, including managing enquiries, coordinating follow-up actions and maintaining accurate records.
• Technically proficient in Microsoft Office, with confidence in learning and using a CRM and other administrative systems.
• Ability to manage a varied and high-volume workload in a fast-paced environment.
• Demonstrated commitment to the highest standards of ethics and confidentiality.
• Experience supporting multiple stakeholders.

Responsibilities

• Support the planning and delivery of student events and programming, coordinating registrations, venues, catering, accessibility requirements, event materials and on-the-day logistics.
• Coordinate event communications, including invitations, reminders, logistical updates and post-event follow-up, and respond to routine attendee enquiries.
• Manage the team inbox and other communication channels, coordinating timely responses and follow-up with relevant teams, and escalating complex or sensitive matters as appropriate.
• Maintain accurate and up-to-date student records and support the day-to-day administration of processes in Salesforce and other relevant systems, completing routine data entry and quality checks, resolving discrepancies, and escalating system issues or enhancement needs.
• Maintain event documentation and support evaluation, including attendance records, feedback surveys and evaluation data.
• Support venue and supplier administration, including supplier onboarding, contract documentation, raising purchase orders and tracking invoices.
• Coordinate the development and review of key student materials, such as the Student Handbook, ensuring content is accessible and engaging.
• Provide administrative and logistical support for meetings, including scheduling, agenda preparation, minute-taking, and follow-up of agreed actions.
• Provide general administrative assistance to the Student Engagement team as required, contributing to a well-functioning team.

Skills

Event coordination

Communication skills

Cultural sensitivity

Attention to detail

Administrative experience

MS Office

CRM systems

Stakeholder management

High workload management

Tools

Salesforce

Job description

Description

Join us at EIT:

At the Ellison Institute of Technology (EIT), we're on a mission to translate scientific discovery into real world impact. We bring together visionary scientists, technologists, engineers, researchers, educators and innovators to tackle humanity's greatest challenges in four transformative areas:

• Health, Medical Science & Generative Biology
• Food Security & Sustainable Agriculture
• Climate Change & Managing CO₂
• Artificial Intelligence & Robotics

This is ambitious work - work that demands curiosity, courage, and a relentless drive to make a difference. At EIT, you'll join a community built on excellence, innovation, tenacity, trust, and collaboration, where bold ideas become real-world breakthroughs. Together, we push boundaries, embrace complexity, and create solutions to scale ideas from lab to society. Explore more at www.eit.org .

Your Role:

This is an exciting opportunity for a highly efficient Administrator to support the Student Engagement team within the EIT Education & Scholarships team. The Education & Scholarships team works with undergraduate and graduate students funded to study at the University of Oxford and connected to EIT projects, developing and deploying technology for global benefit.

The Student Engagement functional area supports EIT-funded students to develop their potential and thrive on an elevated trajectory as future innovators and leaders. We lead a high-touch onboarding journey, coordinate a fully integrated internship programme for undergraduate students, deliver structured skills programming and experiential learning and cultivate a vibrant, connected student community.

The role will provide broad administrative and operational support across the team, with a particular focus on supporting the coordination and delivery of student events and programming. Some out-of-hours work will be required, particularly during student events requiring a flexible professional with strong interpersonal skills, exceptional organisational skills and experience working in a diverse setting.

Your Responsibilities:

• Support the planning and delivery of student events and programming, coordinating registrations, venues, catering, accessibility requirements, event materials and on-the-day logistics.
• Coordinate event communications, including invitations, reminders, logistical updates and post-event follow-up, and respond to routine attendee enquiries.
• Manage the team inbox and other communication channels, coordinating timely responses and follow-up with relevant teams, and escalating complex or sensitive matters as appropriate.
• Maintain accurate and up-to-date student records and support the day-to-day administration of processes in Salesforce and other relevant systems, completing routine data entry and quality checks, resolving discrepancies, and escalating system issues or enhancement needs.
• Maintain event documentation and support evaluation, including attendance records, feedback surveys and evaluation data.
• Support venue and supplier administration, including supplier onboarding, contract documentation, raising purchase orders and tracking invoices.
• Coordinate the development and review of key student materials, such as the Student Handbook, ensuring content is accessible and engaging.
• Provide administrative and logistical support for meetings, including scheduling, agenda preparation, minute-taking, and follow-up of agreed actions.
• Provide general administrative assistance to the Student Engagement team as required, contributing to a well-functioning team.

Requirements

Essential Skills, Qualifications & Experience:

• Experience supporting the logistical aspects of events, meetings and projects.
• Strong verbal and written communication with exceptional interpersonal skills
• Strong cultural awareness and sensitivity, with the ability to work with people from a variety of backgrounds.
• Strong attention to detail.
• Demonstrable administrative experience, including managing enquiries, coordinating follow-up actions and maintaining accurate records.
• Technically proficient in Microsoft Office, with confidence in learning and using a CRM and other administrative systems.
• Ability to manage a varied and high-volume workload in a fast-paced environment.
• Demonstrated commitment to the highest standards of ethics and confidentiality.
• Experience supporting multiple stakeholders.

Desirable Knowledge, Skills and Experience

• At least two years' experience in an administrative role.
• Experience using Salesforce or a comparable CRM system.
• Experience working and communicating with students and/or young people, particularly within an education, scholarship or similar environment.

Benefits

We offer the following benefits:

• Salary - Up to £35,000 (dependent on experience) + travel allowance + bonus
• Enhanced holiday. Our annual leave allowance is 25 days plus 8 bank holidays and an additional 3 days between Christmas and New Year. You will also have the opportunity to purchase an additional 5 days annual leave in January and July.
• Pension - Employer contribution 7.5%, minimum employee contribution 5%
• Life Assurance.
• Income Protection
• Private Medical Insurance as standard for you, your partner and any dependents. Including hospital Cash Plan
• Employee discounts
• Electric car scheme
• Nursery Salary Sacrifice scheme
• Cycle to Work Scheme
• Family Planning
• Neurodiversity support including advise and assessments
• Coaching & Therapy services

Working Together - What It Involves:

• You must have the right to work permanently in the UK with a willingness to travel as necessary. We do not offer sponsorship for this role.
• You will live in, or within easy commuting distance of, Oxford (or be willing to relocate) and can commit to our hybrid working model.
• Please note, the closing date for applications is Tuesday 29th September 2026.