Executive Assistant to the Registrar & Director of Scholar Affairs (Maternity Cover)

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Executive Assistant to the Registrar & Director of Scholar Affairs (Maternity Cover)
Rhodes House, Central Oxford
Fixed-term of 12 months (starting mid-March with flexibility on the start date)
Full-time
£35k - £40k per annum

We have an exciting opportunity for an Executive Assistant to the Registrar & Director of Scholar Affairs (Maternity Cover) to join the Rhodes Trust, Oxford. This role is a 12-month maternity cover position, providing essential administrative and organisational support to the Registrar & Director of Scholar Affairs at the Rhodes Trust.

We are looking for the successful candidate to start with us in mid-March with flexibility on the start date. This is primarily an office-based role but there may be some opportunity for hybrid working.

About the Rhodes Trust

The Rhodes Trust is an educational charity which offers Rhodes Scholarships to exceptional students from around the world to come and study at the University of Oxford. Our mission is to build a better world through global

fellowship programmes that develop and connect compassionate, innovative, and public-spirited people committed to solving humanity's challenges.

In recent years, we have also partnered with several other remarkable organisations to create the Mandela Rhodes Foundation, Atlantic Institute, Schmidt Science Fellows, RISE and Oxford Next Horizons.

The role

The role is pivotal in supporting the Registrar in the smooth running of daily operations', managing a varied workload that includes diary and inbox management, coordinating academic processes, and supporting Scholar Affairs.

The role will be responsible for;

• Assisting the Registrar & Director of Scholar Affairs in all aspects of their day-to-day administration, using initiative and judgement to anticipate their needs. This will include monitoring the progress of tasks and processes, reviewing and drafting documents, and actioning items as appropriate.
• Inbox management; tracking and prioritising matters for the Registrar as appropriate and assisting with email filing.
• Managing the Registrar's diary as needed, including using Calendly for Scholar meetings and ensuring all background information/papers for meetings are attached to the diary.
• Tracking the Registrar's interactions with colleagues, the University and the Scholar community.
• Suggesting/arranging meetings as appropriate and flagging any potential issues.
  Supporting the Registrar in the management of the Academic Committee - for example scheduling meetings and producing all necessary materials (such as governance documents, policies and guidelines), distributing those materials and following up on action items.

• Role modelling the Trust's organisational values of commitment, inclusion, belonging, growth and innovation.
• Carrying out any other duties relevant to the role, as requested.
• A deep commitment to the values, ethos and mission of the Rhodes Trust.

Please view the job description for more key responsibilities

Essential skills, experience and qualifications:

• Significant professional experience in a relevant organisation
• Proven experience of diary and inbox management
• Strong organisational and administrative skills, with an ability to prioritise and plan ahead to deliver work in (or ahead of) time, according to an annual cycle and excel in the face of exceptionally high standards and tight deadlines.
• Excellent oral and written communication skills with ability to research and write reports for a variety of audiences, and to draft and edit strategic documents with a highly developed eye for detail and accuracy.
• Experience of working on a global scale and with international stakeholders with diverse backgrounds
• An ability to manage projects - to co-ordinate multiple initiatives simultaneously and liaise with relevant stakeholders at appropriate times.

Please view the job description for more essential skills, experience and qualifications

Desirable skills and experience:

• Experience of accurate data entry and record maintenance; competency in creating and running reports from a database.
• Experience with Salesforce

Benefits of working here

We are a global organisation and we use our deep connections across the world to bring together people of different backgrounds and viewpoints. We encourage our staff to challenge each other's thinking and generate new ideas.

• 30 days annual leave (pro rata) plus 8 bank holidays
• Competitive pension scheme
• Generous family leave schemes
• Private health insurance
• Employee Assistance Programme
• Personal development opportunities
• Additional benefits, such as free access to the University's gardens, parks, libraries and museums, and University staff discounts in shops across Oxford.
• Cycle to work scheme
• Electric car scheme

For further details such as the job and person specification, please view the job description. To apply, please click 'Apply for this role' in the top right hand corner of this page which will take you to the application form. Please complete the form with your details and attach your CV and covering letter. Please note, this advert will close on 6 February 2024 at 17:00 GMT and interviews will take place on Thursday 13 February or Friday 14 February.

If you have any issues with submitting your application, please email the Recruitment team.

The Rhodes Trust is an equal opportunity employer. We warmly welcome applications from talented people of diverse backgrounds and appoint without regard to age, disability, gender, gender identity, gender reassignment, sexual orientation, pregnancy or maternity, parental status, marital or civil partner status, race, colour, ethnic or national origin, nationality, religion or belief.