Executive Assistant and Events Coordinator

The Oxford School of Global and Area Studies (OSGA) is looking to appoint to a permanent, part-time role of Executive Assistant to the Head of School and Events Coordinator for OSGA.

This post is part time (60%), permanent and available immediately.

We have a fantastic opportunity for an experienced officer or assistant looking to progress a career in university administration. This is a diverse role helping to support core administrative functions within the Oxford School of Global & Area Studies (OSGA). The postholder’s primary responsibility is to provide administrative support to the Head of School (HoS), Head of Administration & Finance (HAF), and Deputy Head of School. The postholder helps to coordinate events across the School with specific responsibility for managing School events and event activity associated with the School’s Middle East Programme.

The successful post-holder will be responsible for ensuring the Head of School’s (HoS) office runs smoothly by providing effective and efficient administrative and PA support. This includes managing the HoS’s diary, supporting key projects and committee work, and assisting with the day-to-day administration of MES’s fast-paced research and teaching activities.

You will also support the Middle East Studies (MES) programme, which delivers a vibrant seminar and conference series and hosts a Visiting Academics programme. This will involve providing administrative support across the programme, including disseminating course information, timetabling, and administering assessments and assignments; servicing relevant programme committees; offering secretarial and general administrative support; and managing the programme’s events.

The role supports hybrid working: there is an expectation that the post-holder will work onsite at least one day per week. The role can be 3 full time days or spread across 4-5 days.

• Education to A-level standard or equivalent professional experience
• Experience of providing support to senior staff as a personal assistant
• Experience in events administration
• Excellent organisational skills and the ability to manage and prioritise a varied and busy workload; working to deadlines with minimal supervision; escalating matters or seeking guidance when appropriate
• Excellent verbal and written communication skills and the ability to draft written material and to produce well-presented reports utilising Microsoft Office (Word, Excel, and Outlook in particular)
• Experience of working on confidential matters and the ability to exercise tact and discretion
• Ability to liaise effectively with multiple stakeholders from a range of cultural backgrounds and work collaboratively within a team physically dispersed across different locations

• Provide administrative support to the Head of School (HoS), Head of Administration & Finance (HAF), and Deputy Head of School.
• Coordinate events across the School with specific responsibility for managing School events and event activity associated with the School’s Middle East Programme.
• Ensure the Head of School’s (HoS) office runs smoothly by providing effective and efficient administrative and PA support.
• Manage the HoS’s diary.
• Support key projects and committee work.
• Assist with the day-to-day administration of MES’s fast-paced research and teaching activities.
• Provide administrative support across the Middle East Studies (MES) programme, including disseminating course information, timetabling, and administering assessments and assignments.
• Service relevant programme committees.
• Offer secretarial and general administrative support.
• Manage the MES programme’s events.