Pembroke College is seeking an exceptional Personal Assistant to provide high-level, proactive and confidential support to the Academic Director. This is a pivotal and rewarding role at the heart of the College’s academic leadership, supporting the Academic Director in delivering his academic, strategic and governance responsibilities within the College and the wider University.
Founded in 1624, Pembroke is an inclusive and forward-looking College in the heart of Oxford, combining historic buildings with award-winning modern developments. The College is committed to excellence in teaching, learning and professional services, and offers a collegial and supportive working environment.
This role offers flexibility: while the post is worked over four/five days per week, we welcome applications from candidates seeking reduced or part-time hours, with flexibility around daily start and finish times by agreement.
The Personal Assistant reports directly to the Academic Director and works closely with colleagues across the College. The role would suit a Personal Assistant or senior administrator who thrives in a fast-paced academic environment and is confident working with senior academics, students and external stakeholders. The Personal Assistant provides comprehensive support across diary and event management, communications, committee servicing, and project coordination.
Key Responsibilities
- Diary and Event Management
Manage a complex and dynamic diary, exercising judgement to prioritise competing commitments and ensure the most effective use of time; Coordinate internal and external meetings, including high-profile engagements involving Fellows, students, senior University colleagues and external partners; Arrange UK and international travel and accommodation, prepare itineraries, and process expenses in accordance with College procedures; Ensure the Academic Director is fully briefed for meetings and events by collating agendas, papers and background information; Coordinate logistical arrangements including room bookings, catering, AV and visitor access; Support or lead on the delivery of high-profile academic and public events, including the Judicial Forum, working with colleagues across the College; Provide on-site support at events as required (occasional evening work may be necessary, with time off in lieu provided).
- Communications and Correspondence
Act as the first point of contact for enquiries to the Academic Director, exercising discretion and professionalism at all times; Proactively manage the Academic Director’s inbox, triaging correspondence and drafting responses where appropriate; Draft high-quality correspondence, briefing notes and formal communications, often on sensitive or confidential matters; Build effective working relationships across the College and develop networks within the wider University to facilitate collaboration.
- Committee and Governance Support
Prepare agendas, papers and briefings for College committees and working groups; Collate documentation from multiple contributors, ensuring accuracy and timely circulation; Record and follow up on action points; Maintain accurate governance records and filing systems.
- Projects and Administrative Systems
Develop and maintain efficient systems to support the Academic Director’s various roles; Undertake background research and compile briefing papers to support strategic discussions and decision-making; Monitor deadlines and key academic and governance timetables; Assist with ad hoc projects and provide additional administrative support as required.
Closing date: 9am Wed 25 March
Please send a covering letter supporting your CV, along with details of two referees
