Personal Assistant to the Events Director (Part-Time, ~0.4 FTE)
Salary: Competitive, pro-rated to FTE
Hours: Up to ~15 hours per week (spread flexibly across the week; some evenings/weekends as required)
Reports to: Events Director, starting 22 June 2026
Location: Oxford & hybrid
ABOUT THE ROLE
IRL Oxford is seeking an exceptionally organised, discreet, proactive Personal Assistant to the Events Director to provide comprehensive executive, administrative, logistical, and personal support. This is a high-trust role for someone who thrives on keeping complex lives, schedules, messages, and commitments running smoothly—across professional and personal domains.
You will be the Events Director’s right hand, ensuring nothing slips through the cracks: inboxes, texts, WhatsApp messages, calendars, travel, reminders, documents, contacts, vendor communications, venue relations, event postings, and day-to-day administrative operations. You will support the Events Director in managing both IRL Oxford’s fast-paced event ecosystem and the practicalities of daily life that enable high-level work.
If you love organisation, communication, efficiency, and being the person who “makes everything work,” then this role is for you.
KEY RESPONSIBILITIES
1. Executive Support to the Events Director
- Manage the Events Director’s calendar, schedule, appointments, calls, and workflow.
- Filter, triage, and respond to emails, WhatsApp messages, texts, and other communications on behalf of the Events Director.
- Maintain task lists, priorities, and follow-ups; ensure deadlines are tracked and met.
- Capture and organise ideas, voice notes, strategic thoughts, and ongoing projects.
- Prepare briefings, summaries, agendas, and documents in advance of meetings or events.
- Maintain, organise, and update the Events Director’s contact lists, relationships, and stakeholder records.
2. Communications, Relationship Management & External Liaison
- Draft, send, and manage communications to venues, partners, stakeholders, vendors, performers, and collaborators.
- Represent the Events Director professionally in written and digital communication.
- Handle venue relations, basic event postings, data entry, and online listings.
- Assist in coordinating meetings, site visits, collaborative calls, and follow-ups with key partners.
- Support public-facing messaging during event periods or festival cycles.
3. IRL Oxford Event & Project Support
- Support admin, comms, and scheduling across upcoming IRL Oxford events, festivals, and community activities.
- Post events on relevant platforms, update documentation, maintain project boards, and communicate with partners as needed.
- Assist the Events Director in ensuring details, deadlines, and communications across events are managed smoothly.
- Occasionally assist on-site at events during peak periods.
- Oversee and ensure all tasks on the workflow software are being completed appropriately and on-time.
· Collect, purchase, or arrange delivery of items required for events, meetings, home admin, or IRL Oxford projects (e.g., décor, stationery, equipment, supplies).
· Coordinate printing jobs, pick up print materials, and ensure timely delivery of physical items needed for events or meetings.
· Visit shops, vendors, or suppliers as needed to source materials or verify product options.
· Manage returns, exchanges, deliveries, and courier logistics.
4. Inbox, Message, & Information Management
- Fully manage the Events Director’s email inboxes, ensuring zero inbox drift.
- Triage and respond to messages across multiple platforms (email, WhatsApp, SMS, DMs where appropriate).
- Draft clear, professional responses in the Events Director’s tone.
- Tag, categorise, and track messages requiring follow-up.
- Maintain an organised structure for archives, documents, and important information.
5. Workflow, Organisation & Systems Management
- Maintain shared files, documents, templates, notes, and cloud storage.
- Manage a simple but robust organisational system for tasks, schedules, reminders, and project updates.
- Ensure information is accessible, labelled, and actioned in the correct order of priority.
- Manage a robust organisational system for ideas in relation to events, marketing, and more as and when they are communicated by the Events Director.
6. Personal & Lifestyle Support
- Manage personal diary items (appointments, scheduling, reminders).
- Coordinate personal logistics such as travel, reservations, errands, deliveries, and admin.
- Assist with practical management.
- Maintain absolute confidentiality and discretion around company and personal matters at all times.
- Act as a general organiser for commitments that impact the Director’s workload and availability.
7. Flexibility & Emerging Responsibilities
IRL Oxford is fast-paced and project-based. As such:
- Additional duties will arise that cannot be itemised here.
- Flexibility, initiative, and responsiveness are essential.
- You may occasionally support urgent tasks, last-minute communications, or event-related responsibilities
QUALIFICATIONS & EXPERIENCE
Required
- Strong experience as a Personal Assistant, Executive Assistant, or high-level administrative support role.
- Exceptional organisation, attention to detail, and time management.
- Excellent written and verbal communication skills.
- Comfortable managing multiple inboxes, message platforms, and task systems.
- Ability to represent a senior leader professionally and with discretion.
- Skilled in handling confidential information responsibly.
- Calm under pressure, reliable, proactive, and solutions-focused.
- Ability to work independently and anticipate needs.
Preferred
- Experience in events, hospitality, arts, culture, or community organisations.
- Comfortable with fast-changing schedules and “moving targets.”
- Familiarity with Oxford’s local landscape (venues, partners, networks).
- Digital fluency: WhatsApp Business, cloud tools, content posting platforms, simple CMS systems.
ABOUT YOU
You are someone who delights in organisation and clarity.
You keep things moving.
You notice what others miss.
You turn chaos into structure and “too much” into “handled.”
You enjoy enabling a leader to operate at their best by managing the details, communications, and logistics that make the whole operation run. You’re professional, friendly, highly discreet, and genuinely enjoy being the dependable organiser who ties everything together.
Job Type: Part-time
Pay: £26,000.00-£28,000.00 per year
Benefits:
Work Location: In person
