Executive Assistant - Facilities

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.

We are seeking a confident and experienced Executive Assistant to join EIT, working mainly within the Facilities department, whilst also offering additional support to multiple directors across the business as needed. The EA will act as a central point of contact for internal and external stakeholders, maintaining confidentiality and professionalism while supporting the department’s strategic and operational objectives. You will play a pivotal role in providing high-level administrative and operational support whilst being responsible for ensuring the seamless coordination of day-to-day activities and facilitating efficient communication within the team and across the organisation.

Administrative Support:

• Diary and inbox management.
• Travel arrangements (local, national and international), providing clear travel schedules to include accommodation, travel documentation and any visa requirements.
• Being the key contact and acting as the gatekeeper for any internal and external calls or meetings.
• Booking breakfast, lunch and dinner meetings as necessary.
• Expense management–  providing monthly reports and submit for approval.

Meetings and Business Appointments:

• Supporting all meetings, (in person and virtual), booking meeting rooms ensuring all equipment needed is available, agendas, preparations of reports/presentation packs and refreshments.
• Liaise with senior executives, board members, management and support staff internally/externally to arrange and distribute meeting invites, minutes and board packs.
• Attend meetings, take detailed notes, distribute minutes, and follow up on agenda items and action points.
• Attend meetings if needed in the absence of your Executive and provide accurate summary topics and clear action points and output.

Skills, Qualifications & Experience:

• Significant EA experience supporting C-Suite or senior executives in a fast-paced, changing environment.
• Outstanding organisational ability, someone who can naturally multitask and prioritise workloads to ensure nothing is missed.
• Ability to prepare slide decks, meeting/agenda, and minutes of meetings.
• Experienced in handling confidential and sensitive information.
• Strong working knowledge of Microsoft 365, business messaging and project management tools.
• Previous responsibility for collating data, conducting research for presentation and reports.
• Strong communication and interpersonal skills, with experience engaging with senior stakeholders and external partners.
• Excellent attention to detail.
• High level of adaptability and flexibility.

• 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.