"Executive Assistant to the Pro-Vice-Chancellor (People & Culture)"

Executive Assistant to the Pro-Vice-Chancellor (People & Culture)

Location: University Offices, Wellington Square, Oxford

Salary: £35,681 - £41,636 per annum

Contract: Full Time (37.5 hours), Permanent

About Us

Spanning the historic streets of the “city of dreaming spires”, the University of Oxford has been ranked the world’s leading university for ten consecutive years. A place where centuries of tradition meet world-changing innovation, we offer you the chance to shape the future while working in an inspiring environment that promotes excellence. Here, you’ll contribute to an organisation which delivers ground-breaking research that tackles global challenges - from advancing sustainability to pioneering healthcare solutions - and join a diverse, inclusive community that champions your wellbeing, development, and aspirations. Apply now to become part of our extraordinary legacy.

The Vice Chancellor’s and Registrar’s Office sits at the heart of University Administration and Services (UAS), supporting the University’s most senior leadership and ensuring the effective governance and strategic direction of the institution. The office plays a central role in enabling the University to fulfil its academic mission by coordinating high-level decision-making, facilitating collaboration across the collegiate University, and ensuring that priorities within the People & Culture portfolio are delivered with clarity and impact. Working within this team offers a unique opportunity to contribute directly to initiatives that shape the University’s people strategy, culture, and organisational development.

What We Offer

• 38 days of annual leave (inclusive of public holidays) to support your wellbeing, with the option to purchase up to 10 extra days and additional leave after long service.
• One of the most generous family leave schemes in UK higher education, offering up to 26 weeks of full-pay maternity and adoption leave, plus 12 weeks of full-pay paternity/partner leave.
• A commitment to hybrid and flexible working to suit your lifestyle.
• An excellent contributory pension scheme.
• Affordable and sustainable commuting options, including a cycle loan scheme, discounted bus travel, and season ticket loans.
• Access to a vibrant community through our social, cultural, and sports clubs.

About the Role

This is a fast-paced and high-profile role providing professional and proactive executive support to the Pro-Vice-Chancellor (People & Culture). You will ensure the PVC’s time is managed strategically and efficiently, exercising sound judgement to balance competing priorities and anticipate emerging demands. Working with a high degree of autonomy, you will be central to the smooth running of the PVC’s office.

You will manage a complex diary, coordinate meetings and events, and make detailed UK and international travel arrangements. Acting as the first point of contact for a wide range of stakeholders, you will handle confidential and often sensitive matters with tact and discretion. The role includes drafting correspondence and briefing materials, preparing presentations and speaking notes, taking minutes, and following up on actions to ensure business is progressed effectively.

You will also contribute to the development and maintenance of efficient office systems, coordinate financial processes such as expenses and invoices, and build strong working relationships with senior academic and professional services colleagues across the collegiate University. This role offers a distinctive opportunity to work at the centre of the University’s People & Culture agenda and support leadership at the highest level.

About You

You will bring professionalism, sound judgement and a proactive approach to a demanding and rewarding environment. We welcome applications from candidates who can demonstrate:

• Significant experience of providing personal/executive support to a senior officer.
• Demonstrable experience of diary management, including making complex travel arrangements.
• Excellent interpersonal skills with an ability to build relationships with people at all levels, internal and external to the University.
• High levels of literacy and excellent communication skills, including the ability to draft correspondence, take minutes/meeting notes, and produce well-researched notes.
• Strong organisational and time management abilities; ability to self-motivate; manage a range of tasks in parallel; and reprioritise effectively in response to change.
• Ability to solve problems and work under pressure while maintaining accuracy.
• Ability to act with high levels of discretion and personal responsibility when dealing with confidential and sensitive matters.
• Conscientious and proactive approach to work, with the ability to work well as part of a small team.
• Excellent IT skills, including as a minimum Microsoft Office packages.

Application Process

To apply, please upload:

• A covering letter/supporting statement
• Your CV
• The details of two referees

The closing date for applications is 12 noon on Thursday 12 March.

Interviews will take place on Tuesday 24 March, and will be held in-person.