Executive Assistant

at  Ellison Institute of Technology

The Ellison Institute of Technology (EIT) works to develop and deploy advanced technology in pursuit of solving some of humanity’s most challenging and enduring problems. Guided by world-leading scientists and entrepreneurs, EIT seeks to accelerate innovation by driving scientific and technological advancements across four humane endeavours: health and medical science, food security and sustainable agriculture, climate change and clean energy, and government innovation and the era of artificial intelligence.
EIT Oxford is a new interdisciplinary research and development facility that bridges The Oxford Science Park and Littlemore. Set for completion in 2026, the state-of-the-art facility will have 30,000m² of research laboratories, an oncology and preventative care clinic, plus educational and meeting spaces. The new facility will further EIT’s current partnership with the University of Oxford and become the new home for Ellison Scholars.

DESIRABLE KNOWLEDGE, SKILLS AND EXPERIENCE

• Business administration/EA/PA qualification or evidence through extensive experience
• Competent in use of technology and learning new IT packages
• Familiar with CRM’s and able to work intuitively with systems

May include some or all of the following:

Administrative Support:

• Manage and prioritise the Senior Role Holder calendar, scheduling meetings, appointments, and undertaking full travel arrangements.
• Handle phone calls, emails, and other forms of communication on behalf of the Senior Role Holder, ensuring prompt and professional responses.

Meetings and Business Appointments

• Collate information, write reports and prepare meeting packs and associated information.
• Provide summary documents and undertake appropriate follow up with stakeholders to address agenda items and actions points.
• Attend meetings with, and when required in the absence of, the Senior Role Holder and deputise for them representing them and EIT.
• Take detailed notes and minutes in meetings to provide accurate summary of topics and clear action points and outputs

Document and Information Management

• Organise and maintain physical and electronic files, ensuring easy retrieval of information.
• Interpret information to provide appropriate summary and briefing documents for the Chief of Staff and other personnel
• Manage confidential information with the utmost discretion and integrity.

Event Coordination

• Assist in planning, coordinating and executing events ensuring smooth execution and a positive experience.
• Internal events may include employee engagement activities and retreats, management away days and conferences.
• External may include running large-scale high-quality events, for example, launch events, social and networking with 3rd parties, or with key business stakeholders and organisations we partner with.

Relationship Management

• Build and maintain effective relationships with internal and external stakeholders, acting as a representative of EIT and the Senior Role Holder when necessary.

Team Support:

• Provide administrative and operational support to the broader team, ensuring seamless communication and coordination across departments.
• Assist other members of the Team during periods of high workload, absence, or as needed, to ensure continuity and efficiency in operations.
• Collaborate with various teams across the organisation to facilitate project management, follow-up on action items, and ensure the timely execution of key initiatives.
• Serve as a point of contact for internal team members, helping to resolve issues, answer queries, and provide general assistance to ensure that the broader team functions smoothly and effectively.
• Foster a collaborative working environment by supporting cross-departmental efforts and ensuring that all team members have the resources and information they need to succeed.
• This list is not exhaustive any role holder may be required to undertake additional task and duties commensurate with the role, or support other members of the Senior Leadership and Director Team as and when needs arise.