Team Executive Assistant to 3 Vice Presidents, AI Research Organisation
Location: Oxford (2 or 3 days/week) + London (1 or 2 days/week – expenses paid) + Home (1 day/week)
Salary: Competitive + 10% bonus
About the Organisation
This is a unique opportunity to join a purpose-driven, fast-scaling AI research organisation that’s tackling some of the world’s most urgent challenges. Backed by deep investment, the organisation combines cutting-edge AI with scientific innovation. They’re assembling a world-class team of engineers, researchers, and operational leaders from top institutions and companies across the globe, all housed within a state-of-the-art Oxford campus currently under development.
The Opportunity
We are seeking a high-performing Team Executive Assistant to support three dynamic Vice Presidents who lead key verticals the business. This role is ideal for an experienced administrator who thrives in a fast-moving, high-growth environment. Someone who can bring calm to the chaos, act as a trusted partner to their leaders, and contribute meaningfully to operational excellence. This is an ideal next step up for someone currently working in a busy, demanding coordination role.
You will be central to enabling clarity, pace, and focus at leadership level, managing a blend of strategic priorities, reactive challenges, and day-to-day logistics.
Key Responsibilities
* Provide executive support to three VPs, each with diverse portfolios and international stakeholder groups.
* Proactively manage complex and dynamic calendars, anticipating clashes and adjusting in real time.
* Prepare meeting materials, briefing packs, and follow-up actions across internal and external engagements.
* Arrange seamless domestic and international travel, itineraries, and logistics.
* Support team-wide operating rhythms: weekly leadership cadences, offsites, board meetings, and strategic planning.
* Filter and prioritise communications, helping VPs maintain focus on the most mission-critical issues.
* Act as an integrator across teams, surfacing blockers, nudging actions forward, and enabling decision velocity.
* Uphold discretion and professionalism across sensitive and confidential information.
* Contribute to the ongoing refinement of EA best practices within a growing, values-aligned support function.
What We’re Looking For
* Proven experience supporting multiple senior leaders in a start-up, scale-up, or mission-led environment.
* Outstanding organisational and problem-solving skills, comfortable navigating ambiguity and shifting priorities.
* Emotionally intelligent and unflappable, able to bring clarity, calm, and structure in fast-paced contexts.
* Confident communicator, skilled at managing upwards and influencing senior stakeholders.
* Detail-oriented, with a continuous improvement mindset and strong process instincts.
* Tech-fluent, ideally familiar with tools such as Google Workspace, Slack, Notion, Zoom, and calendar management platforms.
* A proactive self-starter with a strong sense of ownership and reliability.
* Based within reasonable commuting distance to Oxford and London.
Why Join?
* Play a key role in a pioneering AI institute focused on solving real-world problems at global scale.
* Work alongside world-class researchers, technologists, and leaders shaping the future of science and innovation.
* Join a culture that values rigour, collaboration, and personal growth.
* Be part of building something meaningful where your impact is tangible and your contributions are deeply valued.
We recognise how challenging this current job market is for candidates, and Hawkwood are therefore striving to provide the best candidate experience we can.
If you are interested in this opportunity, we kindly request that you apply via this LinkedIn advert, as opposed to sending us an email or LinkedIn direct message. We are eager to ensure that each candidate application is considered fairly, and receives a consistent experience.
Unfortunately, we cannot ensure this standard if you enquire about a role via email or LinkedIn message, as it falls outside of our established process.