About
My Client is a leading UK-based medical research charity, transforming promising science into life-changing treatments. With a strong commitment to innovation and collaboration, supporting scientific breakthroughs that improve patient lives. Join a purpose-driven organisation where your work contributes to meaningful impact in healthcare.
Job Purpose:
The Executive Assistant (EA) will support the Chief Scientific Officer and Chief Business Officer will be responsible for providing them full support, managing important administrative deliverables, giving the Executive team members back valuable time. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The executive assistant has the potential to act as a true business partner to the executive.
Key responsibilities
Principal responsibilities:
* Provide complex calendar management for the Executive team member.
* Prioritise enquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
* Arrange and handle all logistics for internal and external meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials.
* Coordinate all Executives team meetings and assist with team meetings and events as needed.
* Support project coordination, managing deadlines, recording meeting minutes and supporting colleagues to ensure delivery
* Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the Executive and their team(s), demonstrating leadership to maintain credibility, trust, and support.
* Assist in developing ways of working across all Executive Assistants and Personal Assistants and share best practice.
* Other projects/duties as assigned for the overall benefit of the organisation
Complexity:
* Serve as the primary point of contact for internal and external parties on all matters pertaining to the Executive, including those of a confidential or critical nature.
* Prioritise and determine appropriate course of action, referral, or response, exercising judgement to reflect the Executives style.
* Complete a broad variety of administrative tasks that facilitate the Executives ability to effectively lead their function, including assisting with special projects; producing complex documents, reports, and presentations; collecting and preparing information for meetings with colleagues and outside parties.
* Composing and preparing correspondence where pre-agreed with the Executive; maintaining contact lists.
Impact:
* Work closely with the Executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
* Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive updated.
* Anticipate Executives needs in advance of meetings, conferences, etc. ensuring they a fully prepared for their day.
Influence:
* Have good relationships and work collaboratively with key internal and external parties to influence the scheduling of meetings and events to align with the Executives priorities and/or availability
* Through an in depth understanding of the Executive and their priorities be able to ensure that meetings are scheduled and/or rearranged represent their importance, maximising the Executives time
Resources
Making travel arrangements; and completing expense and mileage reports.
Arrange external meetings and offsite events within pre-agreed budgets.
Person specifications
Expertise:
* Significant executive support experience, including supporting C-level executives and Non-profit board experience is preferred.
* Expert proficiency with Microsoft Office and ability to create and/or edit PowerPoint presentations and materials.
* Strong verbal and written communication skills.
* Exceptional organisational skills and impeccable attention to detail.
* Experience in project coordination, managing deadlines, recording meeting minutes.
* High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, employees, academics, and industry partners.
* Make appropriate, informed decisions regarding priorities and available time.
* Ability to complete a high volume of tasks and projects with little or no guidance.
* Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
* Able to maintain a high level of integrity and discretion in handling confidential information.
* Excellent judgment is essential.
* Prior life science experience
Qualifications:
* No formal qualification is required but it is expected that the incumbent will have A-Level education or equivalent