Executive Assistant

The Ellison Institute of Technology (EIT) works to develop and deploy advanced technology in pursuit of solving some of humanity’s most challenging and enduring problems. Guided by world-leading scientists and entrepreneurs, EIT seeks to accelerate innovation by driving scientific and technological advancements across four humane endeavours: health and medical science, food security and sustainable agriculture, climate change and clean energy, and government innovation and the era of artificial intelligence. EIT Oxford is a new interdisciplinary research and development facility that bridges The Oxford Science Park and Littlemore. Set for completion in 2026, the state-of-the-art facility will have 30,000m² of research laboratories, an oncology and preventative care clinic, plus educational and meeting spaces. The new facility will further EIT’s current partnership with the University of Oxford and become the new home for Ellison Scholars. Please visit eit.org for more details. At the Ellison Institute, we believe that an inclusive, collaborative team atmosphere is just as important to our mission as our scientific aims and methods. We strive to build a supportive environment where everyone feels confident taking creative risks toward innovation. We value emotional intelligence and communicating with empathy and respect for others. We foster a team that is curious, has a deep sense of commitment, responsibility, and the resilience needed to achieve excellence. EIT Oxford has an opportunity for an Executive Assistant (EA) to join the team supporting the Director and other EA’s in time of absence or when workloads require. If you are a highly organised and detail-oriented professional with a passion for providing top-notch executive support, we invite you to apply for this challenging and rewarding position. As EIT Oxford grows this role may evolve further and provide a great career opportunity for the candidate to develop their skills and transition into further job roles/functions over time. Hours of work will generally be Monday to Friday, core hours typically 08:30-17:30 and will be office/site based. However due to the nature of the role and organization there may be times where flexibility is required during the evening and occasionally weekends. Duties/Responsibilities: May include some or all of the following: Administrative Support: • Manage and prioritise the Senior Role Holder calendar, scheduling meetings, appointments, and undertaking full travel arrangements. • Handle phone calls, emails, and other forms of communication on behalf of the Senior Role Holder, ensuring prompt and professional responses. Meetings and Business Appointments • Collate information, write reports and prepare meeting packs and associated information. • Provide summary documents and undertake appropriate follow up with stakeholders to address agenda items and actions points. • Attend meetings with, and when required in the absence of, the Senior Role Holder and deputise for them representing them and EIT. • Take detailed notes and minutes in meetings to provide accurate summary of topics and clear action points and outputs Document and Information Management • Organise and maintain physical and electronic files, ensuring easy retrieval of information. • Interpret information to provide appropriate summary and briefing documents for the Chief of Staff and other personnel • Manage confidential information with the utmost discretion and integrity. Event Coordination • Assist in planning, coordinating and executing events ensuring smooth execution and a positive experience. o Internal events may include employee engagement activities and retreats, management away days and conferences. o External may include running large-scale high-quality events, for example, launch events, social and networking with 3rd parties, or with key business stakeholders and organisations we partner with. Relationship Management • Build and maintain effective relationships with internal and external stakeholders, acting as a representative of EIT and the Senior Role Holder when necessary. Team Support: Provide administrative and operational support to the broader team, ensuring seamless communication and coordination across departments. Assist other members of the Team during periods of high workload, absence, or as needed, to ensure continuity and efficiency in operations. Collaborate with various teams across the organisation to facilitate project management, follow-up on action items, and ensure the timely execution of key initiatives. Serve as a point of contact for internal team members, helping to resolve issues, answer queries, and provide general assistance to ensure that the broader team functions smoothly and effectively. Foster a collaborative working environment by supporting cross-departmental efforts and ensuring that all team members have the resources and information they need to succeed. This list is not exhaustive any role holder may be required to undertake additional task and duties commensurate with the role, or support other members of the Senior Leadership and Director Team as and when needs arise. Person Specification Essential Knowledge, Skills and Experience • Proven work experience as a senior administrator or an executive assistant, or similar role, supporting most senior executives and leadership team • Minute taking and creation of action points • Advanced knowledge of Microsoft Word, Excel, PowerPoint and Outlook • Strong verbal communication skills • Excellent written English with attention to detail, grammar, and formatting of all correspondence types • Excellent organsational and multitasking skills • Tenacious and relentless in approach to challenges and problems-solving to deliver a solution • Able to work with and influence external stakeholders and third parties to deliver required results and solutions • Self-starter and focused • Discretion and confidentiality are paramount Desirable Knowledge, Skills and Experience • Business administration/EA/PA qualification or evidence through extensive experience • Competent in use of technology and learning new IT packages • Familiar with CRM’s and able to work intuitively with systems Terms of Appointment • You must be eligible to work in the UK with a willingness to travel as necessary. • You must be based 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.