Executive assistant to the head of department Work, Jobs in Charlbury, Oxf (with Salaries)

PA and Governance Administrator
University of Oxford TSS —Headington
- £18.80 an hour
- Temporary
- Databases
- Administrative experience
- University
12d

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PA and Governance Administrator

University of Oxford TSS -
Headington

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Job details

Temporary | Full-time
£18.80 an hour
12 days ago

Qualifications

Report writing
Meeting coordination
Corporate travel itinerary planning
Travel arrangements
Report generation
Financial reconciliation support
Administrative support experience
Databases
Administrative experience
Accommodation booking
Organisational skills
Executive support experience
Credit card reconciliation
Progress tracking

Full job description

We are seeking a highly organised and proactive PA & Governance Administrator to join the our department at the University of Oxford. This is an exciting opportunity to support the Chief Operating Officer (COO) and play a key role in the administration and governance of one of the University's leading research departments.

This varied role combines high-level executive support with governance administration, requiring exceptional organisational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & PA Support

Provide comprehensive diary management for the COO, prioritising appointments and resolving scheduling conflicts.
Organise meetings, prepare agendas and board papers, and take accurate minutes where required.
Manage correspondence, enquiries and confidential communications with professionalism and discretion.
Coordinate domestic and international travel, accommodation and detailed itineraries.
Process expenses, credit card reconciliations and financial records.
Prepare reports, presentations and departmental documentation.
Welcome visitors and liaise with senior academics, researchers and University colleagues.
Support departmental events, seminars, open days and academic interview arrangements.
Provide administrative support to the Executive Leadership Team and cover for the PA to the Head of Department when required.

Governance Administration

Coordinate and manage the Department's governance and committee structure.
Organise committee meetings, prepare agendas and board packs, and ensure papers are circulated in advance.
Act as Committee Secretary, taking accurate minutes and recording actions.
Manage action tracking using the TOAD (Tracking Oxford Actions Database) system and monitor progress against deadlines.
Maintain the annual governance calendar and ensure key deadlines are met.
Support governance processes including Conflict of Interest declarations and Personal Consultancy records.

Essential Criteria

Significant experience as a Personal Assistant or Executive Assistant supporting senior leaders.
Experience supporting governance or committee functions, including agenda preparation, minute taking and action tracking.
Strong financial administration experience, including expenses and budget tracking.

Vacancy ID 23788

Person specification

Not Specified

About The University

Not Specified

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executive assistant to the head of department jobs in charlbury, oxf

PA and Governance Administrator

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Key Responsibilities

Executive & PA Support

Governance Administration

Person specification

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