We're looking for a reliable and well-organised Executive Office Coordinator to support our COO when he's working from our Oxford office. You'll work closely with the COO's Senior Executive Assistant based in London, acting as the main on-site contact in Oxford.
This is an ideal opportunity for a detail-focused, personable individual who is enthusiastic about learning and professional growth.
The role offers valuable exposure to senior leadership and establishes a strong platform for advancing in executive support or wider business operations, perfect for someone with real potential.
Main Duties:
Coordination & Liaison
- Act as the on-site point of contact for the COO during Oxford office days
- Support the Senior Executive Assistant with local, in-person tasks
- Liaise with office teams to ensure smooth visits (facilities, IT, security if needed)
Meeting & Event Support
- Help coordinate meetings in Oxford (rooms, attendees, AV, refreshments)
- Prepare meeting rooms, documents, and materials
Schedule & Administrative Management
- Assist with diary logistics and schedule changes as needed
- Manage ad-hoc admin tasks and last-minute requests
- Handle general errands or practical support to keep things running efficiently
Key Accountabilities:
Fulfil all organisational expectations, including but not limited to the following:
- Understand and work in line with Williams Values & Behaviours, encouraging others to do the same.
- Ensure understanding of and compliance with health and safety obligations.
- Maintain personal high standards of behaviour and conduct, being a positive ambassador for the department.
- Ensure you adhere to brand rules and maintain high standards of department presentation.
- Work to quality standards and identify and contribute ways to continuously improve department and personal performance.
- Ensure understanding of cost cap rules and requirements.
Core Competencies:
- Highly organised with strong attention to detail
- Calm, flexible, and comfortable responding to changing priorities
- Friendly, professional, and confident interacting with senior stakeholders
- Discreet and trustworthy with sensitive information
- Happy to take direction and support others behind the scenes
- Comfortable being reactive as well as proactive
Qualifications and Experience Level:
- Some previous administrative or office support experience preferred (but not essential)
- Strong communication skills (written and verbal)
- Confident using basic office tools (email, calendars, documents)
- Willingness to learn and grow within an executive support environment
- Educated to A Level standard or equivalent in a relevant field
This job description is not exhaustive, and the job holder will be required to carry out from time-to-time tasks in addition to the above that will be both reasonable and within their capabilities.