Hybrid Executive Assistant

at Ellison Institute of Technology Oxford

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Oxford, United Kingdom

About the role

• Executive Assistant providing high-level support to a C-level executive at EIT Oxford. Enabling strategic focus by managing workflows and streamlining processes.

Responsibilities

• Provide high-level, dedicated support to one C-level executive, ensuring they remain focused on high-impact priorities and that key decisions translate into effective action across the organisation.
• Operate as an extension of your executive, managing complex workflows, protecting their time, coordinating stakeholders, and enabling a clear, consistent operating rhythm.
• Require exceptional judgement, confidentiality, and the ability to anticipate needs before they surface.
• Partner closely with the executive and their teams to streamline processes, reduce friction, and ensure strategic priorities move forward with pace and clarity.
• Be a consistent source of structure, calm, and momentum behind the scenes, bringing a proactive, solutions-driven mindset to everything you do.
• Work with a high degree of autonomy, enabling strategic focus by transforming complexity into clear, actionable execution.

Requirements

• Strategic Enablement
• Manage and protect your executive’s priorities through precise scheduling, forward planning, and strategic triage.
• Track decisions and drive follow-through across teams to ensure commitments progress efficiently.
• Prepare briefings, agendas, and materials that support high-quality discussions and effective decision-making.
• Maintain continuity around leadership priorities, ensuring alignment even in ambiguous or fast-changing contexts.
• Support internal communication and strategic alignment across teams and functions.
• Operational Excellence
• Coordinate complex calendars, high-stakes meetings, and multi-layered logistics with speed and precision.
• Manage external board committees, memberships and travel for your executive.
• Streamline workflows and documentation to reduce operational friction and create consistency.
• Ensure leadership decisions reliably convert into clear, trackable outcomes.
• Help foster a culture of clarity, efficiency, and operational simplicity across the executive’s portfolio.
• Trusted Partnership
• Act as a strategic gatekeeper, protecting time, attention, and context for your executive.
• Build trusted relationships across the institute serving as a credible representative and extension of leadership.
• Demonstrate calm, resilience, and strong judgement in high-pressure or ambiguous environments.
• Uphold and reinforce our organisational culture of professionalism, trust, collaboration, and discretion.
• Provide a steady source of clarity and reliability, ensuring momentum even during competing demands.
• **Essential Knowledge, Skills and Experience: **
• Executive Support:
• Proven experience providing high-quality support to senior leaders in fast-paced environments. Skilled at managing sensitive information, workflows, and complex schedules with professionalism and discretion.
• Task Prioritisation and Time Management: **Exceptional organisational skills with the ability to manage competing priorities, anticipate needs, and ensure timely follow-through.
• Project Coordination: **Able to shepherd multiple initiatives in parallel, bringing structure, timelines, accountability, and clarity across cross-functional teams.
• Communication and Relationship Management: **High emotional intelligence with the ability to build trusted relationships and navigate senior stakeholders with ease.
• Operational Excellence: **Obsessed with detail, execution, and creating calm out of complexity; able to design and uphold efficient systems and documentation practices.

Benefits

• **We offer the following salary and 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!