Executive Assistant - Global Presidents Office

Ellison Institute of Technology

  • Oxford
  • Permanent
  • Full-time
  • 6 days ago
  • Apply easily
The Ellison Institute of Technology (EIT) 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 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 seeks to solve the world’s most challenging problems across four high-risk, high-reward, high-impact humane endeavours: Health, Medical Science and Generative Biology; Food security and Sustainable agriculture; Clean Energy Generation and Storage; and Artificial Intelligence and Robotics.EIT 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 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 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.EIT Oxford are currently looking to hire an Executive Assistant to join the Global President’s Office team. Supporting Santa Ono (Global President), this role goes beyond traditional administrative support acting as a trusted partner who ensures the Global President’s time, priorities and relationships are managed effectively. Alongside complex diary and travel management, the EA will provide high-level coordination, prepare materials, track priorities and liaise confidently with senior stakeholders across the UK and globally.Key Responsibilities:
  • Complex diary and inbox management for senior executives.
  • Global travel arrangements, including itineraries, accommodation, travel documentation, and visa requirements.
  • Acting as key contact and gatekeeper for internal and external calls, meetings, and visitors.
  • Managing visitor experiences, including security, reception, catering, and hospitality bookings.
  • Expense management: compiling, reporting, and submitting for approval.
  • Project support as required.
  • Coordinating diary bookings, meeting invitations, meeting rooms, and virtual calls (e.g., Zoom).
  • Supporting all meetings, including Board meetings, ensuring equipment, materials, and refreshments are prepared.
  • Liaising with internal teams, senior executives, board members, and external contacts professionally.
  • Preparing briefing packs, agendas, and background materials to support decision-making.
  • Tracking follow-up actions and maintaining momentum on initiatives and commitments.
  • Coordinating external engagements across global partners.
  • Representing the office professionally with internal and external stakeholders.
  • Anticipating issues, flagging risks, and providing proactive solutions.
RequirementsEssential 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
  • High level of experience with PowerPoint, Word, Outlook and all other Microsoft applications. Experience of other applications of project management tools would be an advantage.
  • Experienced in handling confidential and sensitive information
  • Previous responsibility in collating data and conducting research for presentation and reports
  • Strong communication and interpersonal skills, with experience engaging with senior stakeholders and external partners
BenefitsWe offer the following salary and benefits:
  • Salary: Competitive, depending on experience + bonus + travel allowance
  • 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.
  • You will live in, or within easy commuting distance of, Oxford. This position will be fully-onsite at our offices in Oxford, it is vital that you can commit to this before applying. Occasional travel to other locations may be required.
  • During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the President’s office.

Ellison Institute of Technology