Directors Office Administrator

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.