Executive Assistant to Consultants

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Executive Assistant to Consultants, Oxford

Client:

Ellison Institute of Technology

Location:

Oxford, United Kingdom

Job Category:

Other

EU work permit required:

Yes

Job Reference:

3f1212627e73

Job Views:

5

Posted:

30.03.2025

Expiry Date:

14.05.2025

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 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.

EIT is looking for a highly skilled Executive Assistant to support and coordinate top-tier consultants, including senior-level professionals. In this pivotal role, you'll be the driving force behind seamless day-to-day operations—acting as a vital link between internal teams and external consultants. From managing complex schedules to processing critical documentation and ensuring compliance with institutional protocols, you'll play a key role in keeping everything running smoothly.

If you're a detail-oriented problem-solver with exceptional communication skills, we’d love to hear from you. Join us and be part of a dynamic team where your organisational expertise makes a real impact.

Key Responsibilities:

• Serve as the primary point of contact for consultants, ensuring seamless communication and scheduling.
• Work closely with security teams to process consultant access requests, issue passes, and maintain visitor logs.
• Manage consultant schedules, coordinating meetings, office space, and necessary resources to support their work.
• Oversee consultant compliance with institutional policies, ensuring all required contracts, NDAs, and certifications are up to date.
• Arrange consultant briefings, take meeting minutes, and compile status reports for internal stakeholders.
• Provide general administrative assistance, including email correspondence, calendar management, and travel arrangements for consultants.
• Address and escalate consultant-related concerns to the appropriate teams for prompt resolution.
• Travel arrangements (local, national and international), providing clear travel schedules to include accommodation, travel documentation and any visa requirements.
• Provide tailored support to senior-level consultants, ensuring high-level engagement and efficient collaboration with leadership teams.

Requirements

Skills, Qualifications & Experience:

• Prior experience as an Executive Assistant, Office Administrator, or Coordinator, preferably in a corporate, consultancy, or project management environment.
• Experience supporting multiple C-Suite / Executives at one time.
• Exceptional ability to multitask and prioritise workloads in a fast-paced setting.
• Strong written and verbal communication skills, with the ability to liaise professionally with consultants, senior executives, and internal teams.
• Ability to handle documentation and compliance requirements with accuracy and efficiency.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams) and project management tools.
• A proactive approach to identifying and resolving issues related to consultant management.
• Experience handling sensitive information, particularly when working with senior-level consultants.

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.
• 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.