Team Executive Assistant - Ellison Scholars

Ellison Institute of Technology; Oxford; On-site; GBP 25,000 - 35,000; Full time

Job description

About EIT:

The Ellison Institute of Technology (EIT) Oxford’s purpose is to have a global impact by fundamentally reimagining the way science and technology translate into end-to-end solutions and delivering these solutions in programmes and platforms that respond to humanity’s most challenging problems.

EIT Oxford will ensure scientific discoveries and pioneering science are turned into products for the benefit of society that can have high-impact worldwide and, over time, be commercialised to ensure long-term sustainability.

Led by a faculty of world experts, EIT Oxford seeks to solve the world’s most challenging problems across four high-risk, high-reward, high-impact humane endeavours: health and medical science; food security and sustainable agriculture; climate change and clean energy; and government innovation in an era of artificial intelligence.

EIT Oxford is investing significant resources in a new world-class research and development facility in the Oxford Science Park. Set for completion in 2027, the state-of-the-art campus includes 300,000 sq ft of research laboratories, an oncology and preventative care clinic, and educational and meeting spaces. Together, they create the perfect environment for EIT Oxford experts to take ground-breaking ideas from research to broad implementation.

The Ellison Scholars Programme, established by the Ellison Institute of Technology (EIT) in partnership with the University of Oxford, is a fully funded scholarship initiative aimed at nurturing future global technology innovators and leaders. Each year, the programme selects approximately twenty exceptional candidates worldwide who are passionate about addressing humanity's most pressing challenges.

EIT Oxford is committed to cultivating a community where excellence is achieved through collaboration, trust, innovation and tenacity. We foster an environment where everyone’s experience and expertise are valued. We are curious and resilient in our efforts to drive long-term, sustainable innovation to meet humanity’s most enduring challenges.

EIT is recruiting a highly organised Team Executive Assistant to support the EIT Education & Scholarships team. This role will provide administration support to the Programme Director and wider team, facilitating the smooth running of EIT’s education initiatives (which includes administration of EIT’s scholarship programmes) and offering seamless support with a focus on calendar and inbox management.

Key Responsibilities:

• Manage and prioritise the Programme Director’s calendar, scheduling meetings, appointments, and undertaking full travel arrangements.
• Support the scheduling of meetings and travel arrangements for the full Scholars team as required.
• Provide assistance with setting up rooms, arranging catering, and making other preparations required for meetings.
• Provide inbox management support to the Programme Director, ensuring things stay organised and drafting responses as appropriate.
• Collate information and prepare meeting packs and associated information for the Programme Director ahead of key meetings.
• Assist the team in planning, coordinating and executing events ensuring smooth execution and a positive experience.
• When required, take detailed notes and minutes in meetings to provide accurate summary of topics and clear action points and outputs.
• Support the team with data entry, ensuring the CRM is up-to-date and accurate.
• Manage confidential information with the utmost discretion and integrity.
• Build and maintain effective relationships with internal and external stakeholders.
• Organise and maintain physical and electronic files, ensuring easy retrieval of information.

Essential Skills, Qualifications & Experience:

• Proven work experience as an administrator or an executive assistant, or similar role, supporting leadership.
• Experience in calendar and diary management.
• Advanced knowledge of Microsoft Word, Excel, PowerPoint and Outlook
• Strong verbal communication skills.
• Excellent written English with attention to detail, grammar, and formatting of all correspondence types.
• Excellent organisational and multitasking skills.
• Able to work with and influence external stakeholders and third parties to deliver required results and solutions.
• Self-starter and focused.
• Discretion and confidentiality are paramount.

Desirable Skills, Qualifications & Experience:

• Familiar with CRM’s, such as Salesforce, and able to work intuitively with systems.
• Experience working in a start-up environment with adaptable skills to accommodate a range of duties.

We offer the following benefits:

• Enhanced holiday pay
• Pension
• Life Assurance
• Income Protection
• Private Medical Insurance
• Hospital Cash Plan
• Therapy Services
• Perk Box
• Electric Car Scheme

Why work for EIT:

At the Ellison Institute, we believe a collaborative, inclusive team is key to our success. We are building a supportive environment where creative risks are encouraged, and everyone feels heard. Valuing emotional intelligence, empathy, respect, and resilience, we encourage people to be curious and to have a shared commitment to excellence. Join us and make an impact!

Terms of Appointment:

• You must have the right to work permanently in the UK with a willingness to travel as necessary.
• You will live in, or within easy commuting distance of, Oxford.
• During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the programme.