Executive Assistant

About Us

Oxford Instruments plc is a leading provider of high technology products and services to the world's leading industrial companies and scientific research communities. Our core purpose is to support our customers to address some of the world's most pressing challenges, enabling a greener economy, increased connectivity, improved health and leaps in scientific understanding. We are proud to be recognised as the leaders in what we do and for the difference we make in the world. This is an exciting time to join our growing team!

How we work

We’re committed to being the leading provider of high-tech products and services for the world’s most important industrial and scientific research communities. Our people are vital to our success. We strive to offer the opportunities that will attract, motivate and retain the very best talent in our sector. This involves creating an inclusive environment and culture, where difference is valued and people are recognized for what they deliver and bring to the team.

Empowering People to Make a Difference

We don’t wait for change to happen. We enable it. That’s why we aim to create the best working environment and culture for our people to thrive. We share the same goals and value diversity of thought, perspective and experience. With a focus on the ongoing development, engagement and wellbeing of our people, we know we will continue to exceed customer expectations and drive change for the future.

About the Opportunity:

The Executive Assistant – Oxford Instruments Americas (OIA) is responsible for supporting the President of Oxford Instrument Americas as well as the Concord Office with day-to-day activities as well as various project-based business requirements. This individual must exhibit a high level of professionalism and embody the core values of Oxford Instruments (Inclusive, Innovative, Trusted, and Purposeful) as they will serve as an ambassador and gate keeper for leadership in the organization.

The Executive Assistant also supports other senior leadership in OIA as needed and agreed to by the President both within the Americas and global Leadership Teams. This induvial is responsible for forming strong, trusted, working relationships with the global network of Executive Assistance and/or related personnel at other regional offices and/or production centers.

In addition, the Executive Assistant serves as the primary point of contact for the Concord office, arranging travel and serving as a host for visitors as well as providing oversight of workspace improvement projects.

Key Responsibilities:

Arrang itineraries, coordinate/monitor travel arrangements in anticipation of upcoming needs. Use corporate tools and policies to book airline, hotel, and ground transportation reservations and proactively adjust when unexpected changes arise.
Coordinate meetings including some held off site. Arrange for external visitors (including all logistics). Act as a host as needed.
Prepare correspondence to internal/external parties. Resolve daily operational problems, maintaining highest customer service standards internally and externally with OI customers.
Prepare meeting materials such as presentations, graphs, and charts, obtain materials in advance, distribute materials.
Demonstrate ability to anticipate needs and situations before they are fully developed and the confidence to bring suggestions forward.
Partners with executive(s) to help them be more efficient and effective with their time (i.e. prioritization of meetings and managing scheduling conflicts) consistently maintaining strong communication.
Review incoming correspondence to flag important items and ensure efficient allocation of the President’s time; may highlight information of interest and/or curate reading material.
Manage special projects as requested or sought for Admin and other departments as needed.
General administrative tasks; office operations, resource management, database entry, expense report processing, purchase orders, credit card reconciliation filing, answering calls etc.
Be an ambassador for Oxford Instruments and embrace our core values: Inclusive, Innovative, Trusted, and Purposeful.
Display a high level of professionalism and discretion with information with the understanding the nature of material accessible to them must be treated with the highest level of confidentiality.
Propose ideas to impact employees and the Company culture by listen, inform, and communicate a clear understanding of the company culture and business initiatives.
Record minutes and actions for various business meetings and distribute to attendees within one business day.
Other responsibilities and duties upon request.
About YOU:

The right candidate for this role is highly organized, personable, and efficient.  You will have Bachelors or equivalent work experience. 10+ years’ experience supporting high level executives and experience working in a global and highly matrixed organization preferred. The person selected for this role will possess a strong sense of urgency, is self-directed and is able to multi-task in a dynamic, fast-paced environment.

Additional qualifications:

Highly developed written and verbal communication skills
Excellent calendar management skills, including the coordination of complex meetings/events.
Excellent knowledge of MS Office (i.e., Word, Excel, PowerPoint, Outlook)
Independent worker while interacting with and advising employees of all levels of the organization
Meticulous attention to detail and strong planning and forward-thinking capabilities.
Proactive, collaborative, detail oriented, highly organized, with a desire to offer creative problem solving solutions.
Strong interpersonal and communications and exemplary planning and time management skills
Values discretion and confidentiality
Desire and capability to work well in a team environment.
Possess the ability and drive to get things done quickly with high levels of energy and resilience.
Highly organized with a strong affinity for detail.
Able to accept feedback and modify approach as required.
Ability to bring teams of people together, creating alignment across functions.
Willing and able to travel domestically and overseas as required without restriction, subject to normal visa requirements.
Ability to build effective working relationships both internally and externally across all parts of the business.
Oxford Instruments Perks and Benefits:

Generous benefit packages - We offer our employees competitive health insurance options, including Medical, Dental, and
Vision plans.
Our 401k program has options for saving both pre- and post-tax dollars for retirement.
Paid Time Off (PTO) Work-life balance is a key part of our company culture here at OI, and we know that our employees do their best work when they can take the time they need to rest and recharge. Employees start with 4 weeks of PTO which is accrued each pay period.
Holidays - We recognize 12 holidays this year
In addition to all the standard PTO options, OI proudly offers a generous and progressive paid family leave policy.
Professional Development - OI supports you and your professional development with $5,250 available in annual tuition reimbursement after 6 months of service.

Oxford Instruments requires all employees to be fully vaccinated by their first day of work. The Company will consider requests for medical or religious accommodation as required by law.

Applicants must be authorized to work for ANY employer in the US. We are unable to sponsor or take over sponsorship of employment Visa at this time for this position.

Oxford Instruments Company is an Equal Opportunity/Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, national origin, disability or protected veteran status. EOE/M/F/D/V

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the I-9 Form.

Note to recruitment agencies: Oxford Instruments does not accept agency CV’s. Please do not forward details to our jobs alias, Oxford Instruments employees or any other company location. Oxford Instruments is not responsible for any fees related to unsolicited CV’s.