Executive Assistant

Role: Executive Assistant

Job Description

Our client is actively seeking an experienced Executive Assistant based in Oxford. This is a senior-level position that entails significant individual responsibility. It offers the opportunity to be heavily involved in the core operations within a busy, challenging, and dynamic environment. The ideal candidate will need to have a minimum of 2 years' experience working as an Executive Assistant to director level. They will possess a wide range of professional skills to thrive within this busy, collaborative team environment, highly skilled in diplomacy and handling sensitive and confidential information.

The primary responsibilities of this position include providing comprehensive administrative support to the Chief Operating Officer and Company Secretary. Additionally, this individual will serve as the main point of contact for the Governing Council, attending and assisting with all Board meetings. Due to the nature of this role, the ideal candidate should have exceptional emotional intelligence and communication skills and be comfortable working at both strategic and operational levels on a daily basis.

In addition to the core responsibilities, the Executive Assistant will also be assigned specific project work directly from the Executive Committee and occasionally Governors.

Key Responsibilities

• Serve as a proactive Executive Assistant, effectively managing and prioritising incoming correspondence, emails, and telephone calls. Identify urgent matters that require immediate attention and take appropriate action or draft responses on behalf of the Chief Operating Officer and Company Secretary. Exercise judgment to determine whether an issue should be addressed by them or delegated to other capable staff.
• Maintain efficient administrative support for the Governors by collaborating with the respective sub-committee chairs to establish agendas and facilitate the preparation of meeting documents digitally through the Board Intelligence platform.
• Regularly participate in Governors' meetings, ensuring the prompt and precise creation of meeting minutes utilising suitable business software.
• Liaise directly with Governors, Directors, Trustees, Companies House and the Charity Commission to ensure that company and charity details, including Directors' and Trustees' personal details, are accurate and correctly shown.
• Manage the shareholdings for the Company
• Attend and minute the weekly Executive Meeting on behalf of the Headmistress
• Provide support in coordinating the production of the annual School Development Plan (SDP) alongside key staff members.
• Oversee and co-ordinate the management and control of all school policies, maintaining the Policy Matrix and record of compliance, ensuring that those members of staff responsible for individual policies complete the task ahead of publication deadlines.
• Manage and update the School information held on the Independent School Inspectorate (ISI) portal.
• Oversee and manage the School's licences, including premises, copyright, events, alcohol, as well as liaising with the Information Commissioners.
• Manage and co-ordinate the Parental Concerns and Positive Feedback reporting logs on behalf of the Headmistress

Personal Attributes and Skills

• Handle sensitive and confidential matters with discretion and professionalism, demonstrating tact and diplomacy.
• Highly motivated, proactive, and well-structured individual
• Strong written and verbal communication
• Demonstrated proficiency in managing multiple tasks concurrently and efficiently prioritising responsibilities.

Qualifications and Experience

Essential:

Minimum 2 year experience of being a PA or EAHighly IT literate (Microsoft/Google)

Desirable:

Experience of working in an education setting is desirable but not essentia

Please note: Only candidates with the relevant skills and experience will be contacted regarding this position. If you do not hear back from us within four days you have unfortunately been unsuccessful in your application. Please continue to visit our website for other opportunities.

Please note that no terminology in this advert is intended to discriminate on the grounds of a person's gender, marital status, race, religion, colour, age, disability, or sexual orientation. Every candidate will be assessed only in accordance with their merits, qualifications, and abilities to perform the duties of the job.

Type of contract: Permanent, full time (37.5 hours per week)

Hours of work: To be discussed, flexibility can be offered

Salary c£32,000 to £40,000 dependant on experience

Note: This job description is not intended to be all-inclusive. The employee may be required to perform other related duties as requested by the employer.

It will be a requirement to carry out a full DBS check

Job Types: Full-time, Permanent

Salary: c £32,000 to £40,000 per year

Benefits:

Company eventsCompany pensionCycle to work schemeDiscounted or free foodFree or subsidised travelGym membershipOn-site gymOn-site parking

Work Location: In person

Reference ID: EXECUTIVEASSISTANTGF