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 new facility will further EIT's current partnership with the University of Oxford and become the new home for Ellison Scholars.
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.
At EIT we are looking for a highly organised, resourceful, and detail-oriented Executive Assistant to support our Senior Director of Architecture and Experience. In this pivotal role, you will provide proactive administrative and strategic support, helping streamline operations and enabling the Senior Director to focus on leading the development of exceptional workplace environments.
You will act as a central hub for coordination, communication, and project tracking—ensuring seamless collaboration across the Workplace Design team and with internal and external stakeholders.
Key Responsibilities:
* Manage the Senior Director's calendar, including scheduling meetings, prioritising appointments, and resolving scheduling conflicts.
* Coordinate travel arrangements, including booking flights, accommodations, and preparing detailed itineraries.
* Prepare the Senior Director for meetings by gathering briefing materials, drafting agendas, and ensuring relevant documents are readily available.
* Take meeting notes, track action items, and follow up to ensure timely completion.
* Act as the first point of contact for internal and external inquiries on behalf of the Senior Director.
* Facilitate communication between the Senior Director and cross-functional teams to ensure alignment and timely decision-making.
* Assist with project tracking by maintaining timelines, updating documentation, and coordinating with team leads to monitor progress and deadlines.
* Support the preparation of presentations and reports for design reviews, stakeholder updates, and leadership meetings.
* Help coordinate team-wide initiatives, events, or workshops that align with design and experience goals.
* Maintain well-organised digital filing systems for project documentation, team resources, and confidential materials.
* Monitor email correspondence and flag urgent or high-priority items, drafting responses where appropriate.
Requirements
Essential Skills, Qualifications & Experience:
* Strong organisational skills and the ability to anticipate needs and think ahead and manage multiple tasks and deadlines.
* Excellent verbal and written communication skills.
* Proven experience supporting senior leadership, ideally in a design, architecture, or creative environment.
* High level of discretion, professionalism, and problem-solving ability.
* Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and other office software.
* Ability to work independently and as part of a team.
* Ability to manage multiple projects and work effectively in a fast-paced environment and meet deadlines.
Desirable Skills, Qualifications & Experience:
* An interest or background in art, interiors, or commercial office design.
Benefits
We offer the following salary and benefits:
* Salary: £40,000 - £50,000 + travel allowance + bonus.
* 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.
* Due to the nature of this role, you will be required to be on-site 5 days per week.
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