At a Glance
- Tasks: Provide proactive support to the CEO and manage executive operations smoothly.
- Company: Join Oxford Technical Solutions, a dynamic tech company with a collaborative culture.
- Benefits: Enjoy flexible part-time hours, competitive salary, and generous annual leave.
- Other info: Opportunity for professional development and building relationships with key stakeholders.
- Why this job: Be a key player in a fast-paced environment and support strategic business growth.
- Qualifications: Previous experience as an Executive Assistant and strong organisational skills required.
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
Executive Assistant employer: OxTS
At OXTS, we pride ourselves on being an excellent employer that fosters a positive and inclusive workplace culture. Our supportive team environment encourages professional growth and development, offering employees the opportunity to thrive in their HR careers while making a meaningful impact on the organisation. With a focus on employee relations and recruitment, our onsite HR Advisor role is perfect for those looking to contribute to a high-performing team in the heart of the United Kingdom.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant
✨Tap into Leadership Networks
Join industry-specific groups on platforms like LinkedIn or attend local management meetups. Networking with fellow leaders can open doors to part-time roles and help you get a feel for the corporate culture at companies like OxTS.
✨Leverage Your Existing Connections
Don’t hesitate to ask your professional contacts if they know of any part-time leadership positions. Sometimes it's all about who you know, and your connections might have the inside scoop on opportunities that aren't publicly advertised.
✨Spotlight Your Leadership Skills
When you show up to interviews or networking events, make sure to highlight your leadership experience and successes. Tailor your discussion points to how you can bring value to OxTS in a part-time capacity, focusing on your ability to drive team performance.
✨Consider Consulting for Flexibility
If you're keen on part-time leadership roles, think about contracting or consulting. It can provide you with a broader range of experiences and allows you to build a diverse portfolio of projects, showcasing your leadership across different challenges.
We think you need these skills to ace Executive Assistant
Some tips for your application 🫡
Showcase Your Leadership Style:Incorporate examples from your experiences that highlight your leadership style and effectiveness. We want to see how you've managed teams or contributed to strategic initiatives, even if it was in a part-time capacity. Make sure to reflect on your decision-making process and any measurable outcomes you've achieved.
Cater to the Corporate Environment:Tailor your CV to highlight skills that are crucial for corporate leadership, like strategic thinking, problem-solving, and people management. Don’t forget to mention relevant coursework or certifications that align with the part-time role. It's all about showing how you can bring value to OxTS through your academic and professional background.
Make Your Part-Time Availability Clear:Since this is a part-time role, be upfront about your availability in your cover letter. Let us know how many hours you can dedicate each week and how your schedule fits with the needs of OxTS. This helps us understand how you can seamlessly integrate into our team while balancing your commitments.
Engage with Our Vision:In your cover letter, express your enthusiasm for OxTS’s mission and how your values align with our corporate culture. We want to see your passion for leadership and management in action, so don't hold back on conveying what draws you to this specific part-time opportunity!
How to prepare for a job interview at OxTS
✨Show Off Your Strategic Thinking
In corporate leadership, they’re looking for someone who can think strategically and make tough decisions. Be ready to discuss past leadership experiences where you had to analyse complex situations and come up with solutions. Think of using the STAR method to structure your answers—it's a game changer for giving clear examples!
✨Prepare for Behavioural Questions
Expect plenty of behavioural questions during your interview with OxTS. They might ask how you've handled team conflicts or how you’ve inspired others. Brush up on key leadership theories or practices you've applied before, so you can demonstrate your fit for a part-time role without sacrificing experience.
✨Know Your Numbers
Even in part-time corporate roles, you might be asked to discuss key performance indicators or metrics relevant to the position. Brush up on how you’ve used data to drive decisions or track project success. It's a good way to show you understand the business side of leadership and can contribute meaningfully from day one!
✨Demonstrate Flexibility and Commitment
In a part-time role, the ability to adapt to changing priorities is key. Be prepared to talk about how you manage your time and remain committed to your responsibilities. Share a few anecdotes showcasing your dedication and how you maintain high performance even with part-time hours. It's all about showing you can make a difference without being full-time!
