Executive Assistant

We have an exciting new opportunity for an Executive Assistant to join the team at Oxford Technical Solutions. This is a role for someone with a genuine interest in our technology — enough to understand what we do and use that understanding to carry out the role effectively. You will provide proactive administrative support to the CEO and the wider board, taking on the organisational and coordination work that frees the CEO to focus on strategic leadership, business growth and stakeholder engagement. Acting as a trusted partner to the CEO, you will manage their priorities, coordinate activity across the leadership team, support governance processes and keep executive operations running smoothly. The ideal candidate is highly organised and detail-oriented, handles confidential matters with discretion, and has the confidence to work independently in a fast-paced technology business. (This role is part-time, around 18-22 hours per week which can be worked flexibly)

Key Responsibilities

• Executive Support
  • Manage diaries, appointments and meeting schedules, proactively resolving conflicts and ensuring time is allocated for strategic priorities.
  • Support the CEO and Management Team with administration tasks.
  • Manage travel bookings, accommodation and itineraries.
  • Prepare and quality check briefing materials ahead of meetings and events.
  • Draft routine correspondence and communications on behalf of the CEO.
  • Monitor and manage designated email inboxes where appropriate.
  • Arrange UK and international travel, accommodation and itineraries, and process related expenses.
• Meeting & Governance Support
  • Co-ordinate and organise management, board and strategic planning meetings, including scheduling, venue bookings, agendas, collation and distribution of papers and room or virtual meeting set up.
  • Produce meeting minutes and maintain action trackers.
  • Monitor progress against agreed actions and follow up with action owners to ensure assigned actions are completed by relevant stakeholders.
  • Support governance processes and maintain confidential records to a high standard.
• Business Coordination
  • Acts as a central point of contact for internal and external stakeholders.
  • Co-ordinate activities across the leadership and management teams.
  • Support the planning and execution of company initiatives and projects.
  • Track key business priorities and provide progress updates to the CEO.
  • Assist in organising company events, leadership team workshops and customer visits.
• Document & Information Management
  • Prepare, proofread and format reports, presentations and business documents.
  • Coordinate document approvals and electronic signature processes.
  • Organise and maintain confidential records and information.
  • Ensure key documents are organised and accessible.
• Stakeholder Management
  • Effectively and promptly manage communications with customers, suppliers, partners and advisors where appropriate.
  • Build effective working relationships with key stakeholders.

Skills, Knowledge and Expertise

Essential

• Previous experience as a PA, Executive Assistant or similar role.
• Excellent organisational and time-management skills with the ability to prioritise competing demands.
• Strong written and verbal communication skills.
• Understand the importance of confidentiality and discretion when handling sensitive information.
• Strong Microsoft 365 skills, including Outlook, Word, PowerPoint and Teams.
• Ability to work independently with minimal supervision; calm and adaptable in a fast paced environment.
• Approachable team player who builds effective working relationships.
• Proven experience as an Executive Assistant, Personal Assistant or Senior Administrator supporting at director or board level.
• Experience managing complex diaries, co-ordinating meetings across multiple stakeholders, preparing meeting papers, including board meetings, and taking minutes.

Desirable

• Familiarity with project tracking and action management.
• Experience working within a technology, engineering or manufacturing environment.
• Experience using Confluence/Teams, document management and electronic signature systems.

Benefits

• Discretionary annual profit share bonus
• 27 days annual leave plus bank holidays
• 5% employee and 5% employer contributions through our via our salary sacrifice workplace pension scheme with Scottish Widows
• Group Income Protection Insurance Scheme
• Private Medical Insurance
• Death In Service Scheme
• Electric Vehicle Scheme
• Smart casual dress code