Directors Office Administrator
Location: Oxford, OX3 0EE
Salary: £32,000 - £38,000 per annum
Hours: 37.5 hours per week, Monday to Friday plus up to 14 Saturdays a year (For which overtime will be paid or granted as time off in lieu if agreed in advance) Normal working hours will be 9:00-17:30, however the successful candidate will need to be flexible with these timings, according to the Director’s schedule if required.
Our client is looking for an experienced Administrator to provide high-quality support to the Director of the Centre across the range of his responsibilities.
This is an exciting opportunity to take on a diverse and challenging role working in an international environment for a growing educational institution, as part of a close-knit team.
The Role
- Full management of the Director’s Outlook and paper diary, ensuring coordination of high profile visits and organisational, academic and personal commitments, including working across different time zones.
- Ensuring the Director is briefed as required and has all relevant papers for meetings.
- Organising international and domestic travel, liaising with the relevant parties and preparing a comprehensive travel itinerary. This may include arranging flights, hotels and visas where applicable.
- Maintaining records in relation to travel expenses in liaison with the Finance Office, including raising POs and ensuring receipt of refunds where required.
- Organising catering arrangements for the Director, including ahead of VIP Guest visits.
- Liaising with and meeting and greeting both VIP and academic guests from around the world, offering refreshments and taking time out with VIP Assistants where necessary.
- Acting as Secretary to the External Relations Committee, including agenda preparation, attending monthly meetings and recording actions as appropriate.
- Maintaining a working manual for the Director’s Office.
- Ensuring the paper and electronic maintenance of records within the Director’s and Trust Offices.
- Carrying out regular checks of database circulation files to ensure accuracy.
- Drafting correspondence on behalf of the Director.
- Organising the twice-yearly meetings of the Board of Trustees.
- Attending meetings as required, with and without the Director.
- Assisting with the organization of Centre events, including lectures and VIP visits.
- Responding to calls to the Director’s Office and directing them as appropriate.
- Ad hoc management of projects.
- Managing the Centre’s Committee structure.
- Attending such committees as required.
- Any other reasonable request as directed by the Director.
Skills and Qualifications
- Significant PA experience, including board-level support
- Excellent written and verbal communication skills
- Excellent organisational skills with the ability to think ahead and anticipate future needs
- A methodical approach to work with attention to detail at all times
- A welcoming and professional manner with the ability to liaise with a variety of individuals, including high-profile international stakeholders
- Discretion and the ability to maintain high standards of confidentiality
- Positive, can-do attitude with the ability to work under pressure
- Experience of working both in a team and independently.
- Excellent Microsoft Office and database skills are essential
Benefits
- 35 days leave per annum, including public holidays
- Generous pension scheme with up to 14% employer contributions
- Lunches provided during term time (when available)
To Apply
If you feel you are a suitable candidate and would like to work for this reputable Centre, please do not hesitate to apply.
