Executive Office Assistant (111698-0626)

Informal Queries

• For informal queries about the role, please contact Sharon Smith, Executive Office Manager, at Sharon.Smith@warwick.ac.uk.

The Executive Office Assistant provides high-level, proactive and professional administration and business support to member of the University Executive Boards and other senior leaders.

The role operates as a trusted support partner, enabling executives to focus on strategic priorities by ensuring effective coordination, high-quality information flow, and robust governance processes.

Working with a high degree of autonomy and judgement within established University policies and ensures the smooth and effective operation of the Executive Office. 

The University Executive Office provides professional support to the University Executive Boards and senior leaders, ensuring effective governance, decision-making and delivery of institutional priorities. The Executive Office Assistant works within the executive support function, collaborating across the Executive Office and wider University to provide a consistent, resilient and high-quality service.

The Executive Office Assistant contributes to executive effectiveness and organisational performance by:

• Ensuring senior leaders are well-briefed, prepared and supported in their roles
• Coordinating governance, committee and decision-making processes to a high standard
• Anticipating pressures, dependencies and risks and escalating appropriately
• Filtering and progressing operational matters to reduce unnecessary demands on executive time
• Work as part of a collaborative Executive Office team, ensuring consistent and high-quality executive support and providing flexible cover when required.

The role does not hold accountability for strategy, budgets or institutional outcomes, but plays a key enabling role in supporting their delivery.

• Executive support and prioritisation: Provide high-level administrative and business support to senior colleagues, proactively anticipating commitments and forward planning to ensure effective use of time. Prepare high-quality briefings and supporting documentation, manage complex correspondence with discretion, and maintain robust systems for tracking decisions and actions to ensure timely follow-up and delivery. Arrange and coordinate complex local, national and international travel, including booking flights, rail and accommodation, preparing detailed itineraries, and overseeing visa applications and associated documentation to ensure seamless travel and full compliance with relevant requirements.
• Governance, committee and secretariat support: Coordinate the preparation and distribution of agendas and papers, ensuring appropriate quality assurance and adherence to governance standards. Attend meetings to take accurate and comprehensive minutes, capturing key discussions, decisions and actions, and maintain robust action logs to monitor progress. Ensure full compliance with governance timelines, reporting requirements and institutional standards.
• Stakeholder liaison and communication: Act as liaison between Executive leaders and internal/external stakeholders; manage sensitive interactions with discretion.
• Planning, coordination and delivery: Coordinate complex schedules, meetings, visits and events; ensure clarity of purpose and readiness; escalate risks and issues.
• Information and document management: Maintain accurate document control, records management and filing in line with university requirements; curate executive information.
• Financial, contract and compliance support: Coordinate expense claims, purchase orders, invoices and budget monitoring; support contract administration and sealing processes.
• Continuous improvement and digital enablement: Identify opportunities to improve processes; support adoption of digital tools and hybrid meeting technology; share good practice.

For details on the experience and skills required, please refer to the job description attached as a PDF below.

This is a rare and exciting opportunity to join a high-performing team at the heart of a world-leading university. Working closely with senior leaders, you will play a key role in supporting strategic priorities and helping shape the future of education, research and innovation on a global scale.

We are looking for an exceptional individual who thrives in a fast-paced, dynamic environment and enjoys the variety and challenge that no two days can bring. If you are a proactive problem solver with outstanding organisational skills, a sharp eye for detail and the ability to anticipate needs before they arise, this could be the perfect next step in your career.

In return, you will join a collaborative and ambitious team where your contribution will be valued, your ideas welcomed and your impact visible. If you are resourceful, adaptable and energised by working at the centre of exciting and meaningful work, we would love to hear from you.

We are a world-leading research-intensive university founded in 1965. We are ranked 74th in the world and 9th in the UK.* Additionally, 92% of our research is rated world-leading or internationally excellent.**

Find out more about us at warwick.ac.uk/about/.

* World University Ranking 2026, Complete University Guide 2026

** Research Excellence Framework 2021

CLOSING DEADLINE: Sunday 14 June 2026 at 11:55pm (UK Time)

To apply, please click APPLY below and submit your application by the closing deadline. 

You will be asked to include a CV and cover letter. Within these documents, please:

1. Outline your employment and education history (including your most recent employment).

2. Outline the reasons for your interest in this position.

3. Demonstrate how you meet the requirements of the role with clear reference to each of the essential and desirable criteria in the Job Description (PDF attached below).

• Interview Date: Week commencing 22 June 2026
• Start Date: 20 July 2026

Applications must be submitted by the closing deadline -- you will not be able to submit an application form even if you opened it before the stated deadline. Only applications submitted through our Careers Portal will be considered.

You are welcome to include any careers breaks you may have taken (e.g. parental/caring/long-term sick leave).

Please note that if you do not evidence the essential criteria, the hiring panel may not be able to shortlist your application. For guidance on how to format a cover letter, see here.

We provide a comprehensive range of benefits, including:

• An attractive pension scheme.
• 26 days holiday plus University Christmas closure.
• Generous parental/adoption leave policy.
• Onsite childcare facilities.
• Excellent learning and development opportunities.

We recognise the importance of a healthy work/life balance and offer access to flexible working arrangements. Find out more about our flexible working arrangements.

We are proud to be a Living Wage employer.