Executive Assistant - Generative Biology Institute
Led by a world‑class faculty of scientists, technologists, policy makers, economists and entrepreneurs, the Ellison Institute of Technology (EIT) aims to develop and deploy commercially sustainable solutions to solve some of humanity's most enduring challenges. The institute’s work is guided by four Humane Endeavours: Health, Medical Science & Generative Biology, Food Security & Sustainable Agriculture, Climate Change & Managing Atmospheric CO2, and Artificial Intelligence & Robotics.
Set for completion in 2027, the EIT Campus in Littlemore will include more than 300,000 sq ft of research laboratories, educational and gathering spaces. The campus will expand across a 2 million sq ft area of the Oxford Science Park, designed by Foster + Partners led by Lord Norman Foster. It will be a transformative workplace for up to 7,000 people, offering autonomous and purpose‑built laboratories, a plant sciences building, and dynamic spaces to spark interdisciplinary collaboration.
The Generative Biology Institute (GBI) at EIT seeks to overcome two major challenges: 1) the ability to precisely synthesize entire genomes, and 2) understanding which DNA sequences will create biological systems that perform desired functions. Solving these challenges will unlock biology’s potential for transformative solutions in health, sustainability, agriculture, and beyond. GBI will house 30 groups and over 300 researchers, supported by cutting‑edge facilities and sustained funding.
Key Responsibilities
Administrative Support
* Diary and inbox management
* Travel arrangements (local, national and international), including accommodation, travel documentation and visa requirements
* Gatekeeper for internal and external calls or meetings
* Booking breakfast, lunch and dinner meetings as necessary
* Expense management – provide monthly reports and submit for approval
* Handle emails and other forms of communication
* Maintain physical and electronic files
* Manage confidential information with the utmost discretion and integrity
Meetings and Business Appointments
* Support all meetings (in person and virtual), including booking meeting rooms, ensuring necessary equipment is available, preparing agendas, presentation packs, and refreshments
* Liaise with senior executives, board members, management and support staff to arrange and distribute meeting invites, minutes, and agendas
* Attend meetings, take detailed notes, distribute minutes, and follow up on agenda items and action points
* Attend a meeting in the Executive’s absence when required, providing accurate summaries and clear action points
Requirements
Qualifications & Experience
* Significant EA experience supporting C‑suite or senior executives in a fast‑paced, changing environment
* Outstanding organisational ability – can naturally multitask and prioritise workloads to ensure nothing is missed
* Capable of preparing slide decks, meetings/agenda, and minutes of meetings
* Experienced in handling confidential and sensitive information
* Strong working knowledge of Microsoft 365, business messaging, and project management tools
* Responsible for collating data, conducting research for presentations and reports
* Strong communication and interpersonal skills, with experience engaging with senior stakeholders and external partners
Benefits
* Salary – dependent on skills and experience, plus bonus and travel allowance
* Enhanced holiday pay
* Pension
* Life Assurance
* Income Protection
* Private Medical Insurance
* Hospital Cash Plan
* Therapy Services
* Perk Box
* Electrical Car Scheme
Terms of Appointment
* Must have the right to work permanently in the UK and be willing to travel as necessary
* Must live in, or be within easy commuting distance of, Oxford
* During peak periods, longer hours and work across multiple time zones may be required due to the global nature of the programme
* Position is primarily office‑based, 5 days per week – please ensure you can commit to this before applying
At the Ellison Institute, we believe a collaborative, inclusive team is key to our success. We are building a supportive environment where creative risks are encouraged, and everyone feels heard. Valuing emotional intelligence, empathy, respect, and resilience, we encourage curiosity and a shared commitment to excellence. Join us and make an impact!
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