Executive Assistant / Project Coordinator – Oxfordshire, UK

Oxford, England, United Kingdom | Career Opportunities | Full-time

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Wolfram Research is one of the world’s most respected software companies. We are pioneers in computation and modern data science, pursuing a long-term vision to research and develop the tools to make computation an ever-more potent force in today’s and tomorrow’s world. Our products include the Wolfram Language, Wolfram|Alpha Knowledge Engine (available through Siri) and Mathematica. We are continually growing our presence in providing technical and consulting services.

We are looking for a highly organised, detail driven and enthusiastic individual to provide support to the CEO and Executive Management team and their projects. You will be a confident self-starter, comfortable working independently across multiple projects and tasks in a busy sales and marketing office.


Reporting to the Project Marketing Manager, this multifaceted and varied role will include:

 CEO Assistant (approx. 50%)

  • Communicating with senior figure heads/clients for and on behalf of the CEO
  • Updating internal systems and social media presence and responses for the CEO
  • Updating personal and project websites
  • Assisting in production and copy-editing of CEO communications, blog posts and other writing projects
  • Liaising with journalists/press for CEO’s interview requests
  • Maintaining database of CEO’s contacts, updating and proactively passing on leads
  • Planning travel & itineraries
  • Event investigation and coordination (liaise with Marketing/Events team)
  • Diary management and setting up meetings

Senior Team Assistant (approx. 15%)

  • Senior team diary management for all external and internal meetings
  • Booking travel and preparing detailed itineraries for senior team
  • Researching and coordinating senior team participation in external events and speaking invitations
  • Admin support as necessary

Project Management (approx. 20%)

  • Project management of key strategic Executive projects
  • Coordinating project meetings, taking minutes and proactively following up action points
  • Coordinating internal & external requests for technical resource with technical director
  • Providing support to the marketing and project management teams as required

Coordinating building and maintenance projects (approx. 10%)

  • Liaising with external suppliers and obtaining quotes
  • Attending building project meetings
  • Following up on current building project Jira tickets

Other Tasks (approx. 5%)

  • Planning new starter induction schedule
  • Ad-hoc administration and project coordination tasks
  • Dealing with intern and work experience applications
  • Organising company social events

Required/ideal skills:

  • Highly organised and detailed – able to prioritise workload, complete multiple tasks to tight deadlines and work under pressure
  • Self-motivated and a proactive approach to all tasks. Able to use own initiative.
  • Perceptive, with the ability to apply judgement, common sense and find practical solutions
  • Strong interpersonal and relationship building skills, able to communicate well at all levels both internally and externally, in writing and by phone.
  • Excellent IT skills and social media savvy
  • Energy, enthusiasm and a can do attitude.
  • Flexible and adaptable approach, with the ability to support multiple projects
  • A good level of numeracy and a high degree of attention to detail will be required
  • Preferably educated to degree level

Location: Oxfordshire, United Kingdom

Wolfram is an equal opportunity employer and values diversity at its company. Women, people of color, members of the LGBTQ community, individuals with disabilities and veterans are strongly encouraged to apply.