Job Title
Executive Assistant to CEO & Senior Leadership Team (SLT) / Office Manager
Location
ARC Oxford Business Park, Oxford, UK (Full-time, on-site)
Reports to
CEO
About the Role
We are seeking a highly organised, proactive, and discreet Executive Assistant to support the CEO, Senior Leadership Team (SLT), and oversee office operations across two fast-paced, high-growth environments: Ivy Farm Technologies and a stealth-mode biotech venture.
This is a unique, high-impact role at the intersection of executive support, operations, and culture-building. You will act as a trusted partner to leadership, ensuring smooth day-to-day execution while helping scale internal processes as both organisations grow.
This is a full-time, on-site role based at ARC Oxford Business Park, requiring a strong in-person presence to support leadership and maintain a high-functioning office environment.
Key Responsibilities
Executive Support (CEO & SLT)
* Manage complex calendars, scheduling, and prioritisation across multiple stakeholders and time zones
* Coordinate in-person and virtual meetings, including board meetings, investor calls, and strategic sessions
* Prepare briefing materials, agendas, and follow-ups to ensure effective decision-making
* Handle confidential communications and sensitive information with discretion
* Act as a gatekeeper and facilitator for the CEO’s time and priorities
Operational & Strategic Support
* Track key action items and ensure follow-through across the SLT
* Support execution of strategic initiatives and cross-functional projects
* Assist with investor relations logistics (meetings, materials, coordination)
* Help implement and improve internal processes, tools, and workflows
* Provide ad hoc research, analysis, and project support as needed
Office Management
* Oversee day-to-day office operations at ARC Oxford Business Park, ensuring a smooth, professional, and welcoming environment
* Manage office vendors, supplies, and facilities
* Coordinate team events, offsites, and company-wide meetings
* Support onboarding logistics for new hires
* Help foster a positive, high-performance company culture
People & Culture Support
* Partner with leadership to organise team engagement initiatives
* Support internal communications and company updates
* Contribute to building scalable systems as the company grows
Candidate Profile
Must-Have
* 3–7+ years experience as an Executive Assistant, Operations Associate, or similar role in a fast-paced environment (startup experience preferred)
* Exceptional organisational skills and attention to detail
* Strong ability to prioritise, multitask, and stay calm under pressure
* High level of discretion and professionalism
* Excellent written and verbal communication skills – Proactive mindset with a “see it, solve it” attitude
Nice-to-Have
* Experience supporting C-level executives or leadership teams
* Exposure to biotech, deep tech, or venture-backed startups
* Experience managing office operations or workplace environments
* Familiarity with tools such as Google Workspace, Notion, and project management platforms
What Success Looks Like
* The CEO and SLT are highly leveraged, focused, and operating efficiently
* Meetings are purposeful, well-prepared, and result-driven
* Office operations run seamlessly with minimal oversight
* Internal processes become more structured and scalable over time
* You become a trusted partner and central node of communication within the company
Why Join Us
* Opportunity to work closely with senior leadership in two cutting-edge biotech environments
* High visibility and impact role with room to grow into broader operations or leadership responsibilities
* Be part of building and scaling innovative companies from the ground
Total Package
At Ivy Farm, we believe that every employee should be compensated fairly, based on the skill and level of experience required for this role.
You will also be eligible for:
* 25 days annual leave + bank holidays
* Company pension contribution 5%
* Annual bonus (applicable from day one of employment)
* Equity (where applicable)
* Company events throughout the year
* Fabulous super cool office environment, we think that, but we’re biased :)
* Free on-site parking (it’s important - we’re in Oxford!)
(no agencies thank you, any CV's shared will be deemed as a gift)
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