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Monks - Executive Assistant - Oxford, England, UK

Kate Monks

Oxford, England, UK


Executive Assistant

  • Full time
  • Part time
  • One time
  • Contract
  • Temp

Work History

Executive Assistant, Dean's Office

Saïd Business School, University of Oxford

November 2012 - November 2012

Careers Information Assistant (temporary contract)

Saïd Business School, University of Oxford

July 2012 - October 2012

• Provided support for the administration of office systems (e.g. CareerConnect) and webmaster support
• Liaised with employers, managed events and supported sector consultants
• Scheduled meetings and coordinated logistical arrangements
• Provided diary management for the Director of Careers

PA to the Pro-Vice-Chancellors for Education, & Personnel & Equality (Fixed Term Temporary Contract)

The University of Oxford

March 2012 - May 2012

• Provided high quality and efficient secretarial and administrative support
• Achieved complex diary management, including ensuring that necessary papers had been received and were available, and any necessary briefings arranged
• Managed incoming correspondence and emails, including identifying immediate priority items and sifting less urgent business items for action elsewhere
• Managed outgoing correspondence including electronic mail
• Undertook background research as briefing for meetings and visits
• Arranged meetings and visits including travel and accommodation arrangements
• Managed electronic and hard copy documentation and devised a filing system
• Acted as the first point of contact for the Pro-Vice-Chancellors’ Office managing telephone calls and dealing with enquiries

Personal Assistant to the Principal (Fixed Term Temporary Contract - maternity leave cover)

St Anne's College, University of Oxford

April 2011 - March 2012

• Managed a complex diary anticipating requirements in the medium and long term
• Organised the Principal’s engagements, correspondence, travel details and social calendar in College
• Produced fine copies of the Principal’s papers for College and University business
• Organised internal and external meetings liaising with a wide range of people
• Coordinated events and visits, for example, the Weidenfeld Translation prize event, Encaenia guests and Visiting Professors to the College
• Managed communication in the College for the Principal’s weekly email to all members of the College, and for the College display screens
• Organised meticulous record-keeping both electronically and physically
• Built informal networks of relationships with key members of the College administration
• Worked collaboratively alongside other departments of the College

Executive Assistant to the Deputy CEO and Director of Finance and Procurement

Oxford University Hospitals NHS Trust

February 2008 - December 2010

• Proactively managed a complex diary encompassing conflicting demands
• Developed information management systems including utilising Microsoft Office to track the Director’s electronic and paper correspondence
• Demonstrated delegation skills by proactively managing the Director’s correspondence and communications and sifting correspondence which can be actioned elsewhere
• Acted as the key point of contact for the Deputy CEO/Director
• Organised meetings and events and was responsible for minute taking and following up of actions to ensure smooth workflow
• Facilitated communication of information to the Finance Senior Management Team for cascade within the wider Finance and Procurement Directorate, broadening awareness of Board level developments by regular emails and updates via monthly team meetings
• Managed the Medical Locum Agency booking process aiding the Trust’s Cost Improvement Programme

Temporary assignments

Various companies

October 2007 - January 2008

Provided high-level personal assistance

Personal Assistant to the Head of Research and Research Team Administrator

Royal College of Nursing

March 2004 - July 2007

• Managed the Head of Research’s diary including proactive planning
• Prioritised the correspondence of the Head of Research
• Enabled effective communication of the Research Team's work internally and externally
• Developed and managed an information storage and retrieval system
• Provided key assistance to the Head of Research with the annual operational planning, budget-setting and forecast processes
• Developed and maintained a comprehensive spreadsheet detailing all the departmental income and expenditure for the main Research team budget
• Monitored the monthly management accounts and responded to any discrepancies
• Organised meetings including minuting them, and also team events/conference arrangements including national and international travel
• Managed an annual nursing award, The Barbers’ Company Clinical Nursing Scholarship

Consultancy and Research Team Administrator/PA to the Director of Consultancy and Research

Oxford Analytica

December 2000 - December 2003

• Streamlined the Consultancy and Research projects administration and lead a training seminar to inform the team of the new procedures
• Provided personal assistance to the Director of Consultancy and Research, including diary management, task tracking and coordinating national and international travel arrangements

Office Administrator


January 2000 - December 2000

Managed the office administration in a start up e-business.

Qualifications & Certifications

BA (Hons)

The Manchester Metropolitan University

A Level

St Laurence Comprehensive School

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