Project Administrator

Two women smiling and working
Full Time
Amsterdam, Nairobi, Oxford
Posted 10 months ago


Download Appointment Brief


About Oxford HR

Oxford HR is an international, expanding and forward thinking Executive Search firm leading the way in the appointment of executives and non-executives in the “for-purpose” sectors.

With impressive leadership, and a core team with a strong track record already in place, we have an ambition to become the leading Executive Search firm with offices in the key locations in both the Global North and South to allow us to be where our clients are. We advise clients for roles in the following areas:

  • Board and Advisory
  • Non-executive, trustee or advisory committee roles
  • Health (medical research, health programmes,
    service delivery and health strategy)
  •  Government and International Institutions
  • Higher Education and Research
  •  INGOs
  •  UK-based charities
  •  Philanthropies and foundations

To achieve this ambition, Oxford HR is excited to be in a period of expansion. We are looking to make a number of key strategic hires to cope with increasing demand and create a strong foundation for future planned growth.

This opportunity will be challenging, rewarding and offer the fantastic possibility to become part of a leading organisation in a rapidly expanding marketplace.

The Role

This is an exciting opportunity to join a rapidly expanding and well-respected Executive Search firm, operating in the for-purpose sector.

The main purpose of the role is to work closely with the Researchers and Consultants, supporting them in the administration across a range of assignments at any one time. One example might be undertaking the administration for the executive search of a Country Director, Afghanistan with CARE International.

Oxford HR operates in four main regions with a team focused on each of these: Asia and MENA, Africa, Europe and the UK. The Project Administrator will ideally be based in one of the Oxford HR offices in Oxford, Amsterdam or Nairobi, supporting the team across the different regions.

The Project Administrator will carry out overall administration of each assignment efficiently and accurately so that information is readily accessible to the lead Consultants and Researchers. S/he will also research information on organisations and ensure that database is up-to-date and readily accessible by Consultants and Researchers.

This is a tight-knit, collaborative team and while each post-holder will have specific work areas assigned to them, from time to time they will have to cover each other’s work. This offers the opportunity to gain insight the entire recruitment process, from start to finish, and to learn from experienced consultants.


Account Management:

• Carry out overall administration of each assignment efficiently and accurately so that information is readily accessible to lead Consultant and Researcher.
• When needed, finalise the job description and adverts with the lead Consultant or Researcher, prepare appointment brief and advertise them on the OxHR website and other relevant job sites, news sites and social and professional networks.
• Maintain and update the Oxford HR website and changing details of vacancies as required, preparing and setting Filter Questions and response methods.
• Manage all the communication with the candidates for the entire assignment period including acknowledgments, ensuring the application is complete, communicating the application stage, request of references, set up of interviews, rejection notes, etc.
• Send mail-merge or Linked In messages to all potential candidates, search leads and contacts for each assignment.
• Assist in the production of assignment reports.
• Proof read documents for team members.
• Run the social media for each role (OXHR FB and Twitter accounts) and write blog updates promoting the role and once the role finalises.
• Update the Invenias database and Disk Station with the documents related to each assignment.

Data Admin:

• Create and manage both paper and electronic filing systems to meet the organisation’s developing needs.
• Store all the information about candidates, clients, sources and organisations in our database and ensure it is up to date, de-duplicated and accessible to all the members of Oxford HR.

Office Management:

• Attend team meetings and take turns in taking meeting minutes/chairing.
• Dealing with, and routing, general telephone queries from clients, candidates and the public.
• Receiving post and emails, dealing with the routine and forwarding the rest to the relevant member of the team.

This post is expected to develop and for new duties to be added as work streams and

Person Specification

Account Management:

• Fast and accurate administrative skills and experience
• Facility with the suite of Microsoft Office tools and the ability to learn to use new software
• Knowledge of databases, data and communicating the salient points of complex information
• Demonstrable interest and broad knowledge of current affairs and geopolitical issues.

Skills and Abilities:

• Excellent written and oral English language communication skills with keen attention to detail and the confidence to liaise with senior candidates and clients
• Calm under pressure, with a good understanding of cultural diversity
• Exemplary organisational skills, with the ability to prioritise and manage conflicting deadlines and work in a fast-paced environment
• Excellent project management skills with a ‘completer – finisher’ attitude
• Ability to work within a small, close-knit team and respond quickly and efficiently to requests for support
• Additional language skills (desirable)

Personal Style and Behaviour:

• Collaborative and inclusive working style, able to reach collegiate decisions
• Able to foresee and mitigate problems – proactive approach to problem solving
• Keen eye for detail, consistency and quality
• Self-motivated and driven to succeed
• Empathy with the vision and values of the business and those of our clients
• A positive, supportive attitude towards colleagues, candidates and clients

Job Features

Job CategoryInternal
LocationFlexible location (Oxford, Amsterdam, Nairobi)
SalaryCompetitive, depending on location
Closing DateOn rolling basis

Apply Online


Interested in this role? Download the appointment brief below for more information and then come back to this page to apply, attaching your CV and Statement explaining why you are interested in this post and how your skills and experience make you suitable, addressed to Maria Grigore, Head of Research at Oxford HR.

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Job Features

Job CategoryInternal
LocationFlexible location (Oxford, Amsterdam, Nairobi)
SalaryCompetitive, depending on location
Closing DateOn rolling basis

Apply Online

Maria Grigore
Maria Grigore

Head of Research