Personal Assistant / Executive Assistant – Oxford
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Shaw Gibbs is a growing top 40 accountancy practice providing expert solutions for entrepreneurial businesses and private individuals in Central and Southern England. Shaw Gibbs invests in a team of high-quality specialists who work with the best-in-breed technology to create value for our clients that exceeds expectations.
Our culture is very important to us and is based on our company values of expert, respectful, innovative and collaborative. We develop high performing teams diverse in experiences, backgrounds and ideas. As a growing company, there are plenty of opportunities for development and quick progression. Our practice is known for having a friendly and supportive team culture where everyone receives training and development to increase their technical knowledge and their commercial and management skills. We put our people first and are constantly looking for ways to improve our people experience. With respectful as one of our values, we are committed to creating an inclusive culture that respects, values and celebrates cultural and individual differences.
To support the organisation’s growth, we have created a new opportunity for a Personal Assistant or Executive Assistant to join our Oxford team. This is a permanent full-time role with hybrid and flexible working options.
The Role
We are seeking a highly organised and proactive Personal Assistant or Executive Assistant to support the CEO and senior management. You will play a pivotal role in ensuring the smooth running of daily operations, acting as a trusted gatekeeper and representing the CEO internally and externally.
* Proactively manage the CEO’s dynamic calendar, email inbox, and priorities, ensuring optimal use of time and shielding from unnecessary distractions.
* Arrange and schedule meeting logistics for the CEO and C‑Suite, including board meetings, regional and local leadership meetings, and meetings with partners and other senior leaders, anticipating clashes and travel logistics.
* Prepare agendas, briefing packs, presentations, and take minutes at meetings.
* Draft, edit, and format reports and maintain effective filing systems.
* Arrange domestic and international travel, including itineraries and logistics.
* Act as the first point of contact for internal and external stakeholders, screening calls and correspondence.
* Support special projects and cross‑departmental initiatives.
* Build strong relationships with clients, suppliers, and colleagues.
* Carry out ad hoc tasks and deputise for the executive when required.
* Minute Taking: Attend key management meetings to record accurate, detailed and objective minutes. Distribute draft minutes promptly and manage finalisation.
* Project management for projects of the CEO. Act as a central point for tracking the CEO’s portfolio of strategic projects, ensuring they are aligned with his priorities. Work directly with department heads to unblock projects, resolve dependencies and ensure seamless communication on strategic priorities.
What We Can Offer You
* Hybrid working after successful completion of your probationary period (three days in the office and two days at home)
* Flexible working (flexing your hours around the core working hours of 10am to 4pm)
* Joining a fast‑growing company with exciting growth plans ahead
* Exposure to a broad range of internal stakeholders
* Plenty of opportunity to increase your technical knowledge and skills
* A varied role within a talented and experienced team
* ERIC internal recognition awards – monthly recognition awards that celebrate those who champion the Shaw Gibbs values
* Long service awards
* Regular employee events including a company‑wide summer party
* A competitive benefits package, including:
* A 25‑day core holiday allowance plus other holiday‑related benefits, such as: Holiday trading (the ability to buy or sell up to 5 days holiday per year), flexible bank holidays (the ability to flex your bank holidays to a day that suits you best) and additional holiday with service
* A dedicated “Wellbeing Day” – an additional day off per year to focus on your wellbeing
* Employee Assistant Programme (EAP) which includes access to 24/7 online GP consultations, 2nd medical opinions and mental health first aiders present in every office
* Access to MYNDUP – a wellbeing support platform which offers confidential 1‑to‑1 sessions with therapists, counsellors, psychologists, and coaches.
* Shaw Gibbs Rewards – access to discounts on a wide range of retailers
* Health Cash Plan – money back on routine health appointments
* Electric Vehicles Salary Sacrifice Scheme
* Client and employee referral bonuses
* Pension Salary Sacrifice Scheme
* Death in Service Life Assurance
* Enhanced family leave policies
* Bus pass discounts and loans
* Cycle to Work Scheme
About You
We would like to hear from you if you have at least 3‑5 years’ experience as a Personal Assistant or Executive Assistant, ideally within a professional services environment (accountancy, legal or consultancy). We are also looking for:
* Proven experience as a Personal Assistant or Executive Assistant supporting C‑Suite, Partners, Directors, or Senior Leadership Teams.
* Strong IT skills, including proficiency in the Microsoft suite (Outlook, Word, Excel, PowerPoint, Teams) and the ability to pick up new IT packages quickly. Familiarity with time recording systems, client billing, and document management platforms such as CCH and Signable would be beneficial.
* Excellent interpersonal and communication skills, both written and verbal.
* Experience managing confidential information and sensitive business matters with discretion.
* Reliable, proactive, and self‑motivated, with a strong sense of ownership over tasks.
* Resilient and composed under pressure, with excellent time management.
* Diplomatic and tactful, able to build trusted relationships with colleagues and clients alike.
* Commercially aware, with an understanding of how administrative efficiency supports client service and firm profitability.
* Enjoy working as part of a team, but also confident when tackling tasks independently.
Diversity, Equality and Inclusion
Shaw Gibbs is an inclusive employer, and we are committed to providing equal opportunities to all candidates by ensuring a comfortable and accessible interview experience. We understand that some individuals may have specific needs or require accommodation/adjustments during the recruitment process. If you require any adjustments to ensure your recruitment experience with Shaw Gibbs is as inclusive and accessible as possible, please let us know at your earliest convenience via the application form or via an email to recruitment@shawgibbs.com.
We believe that diversity makes Shaw Gibbs a stronger firm and we look to employ people with different ideas, styles and skillsets. This diversity stimulates a rich, creative environment – one in which our people develop, and our clients enjoy enduring results. We’re committed to recruiting, promoting and rewarding our people solely based on their ability to contribute to Shaw Gibbs’ goals, without regard to their sex, gender, race, disability, religion, national origin, ethnicity, sexual orientation, age or marital status.
Right to Work
Unfortunately, for this role we are unable to offer sponsorship for visas/work permits, so you will need to have full right to work in the UK. Your application will be automatically rejected if you do not have full right to work.
Seniority level
* Mid‑Senior level
Employment type
* Full‑time
Job function
* Accounting/Auditing
Industries
* Accounting
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