Executive Assistant (Generative Biology Institute)

Ellison Institute of Technology Oxford; Oxford; On-site; GBP 25,000 - 45,000

Job description

Executive Assistant (Generative Biology Institute)

The Generative Biology Institute (GBI) at the Ellison Institute of Technology (EIT) Oxford is seeking an experienced and highly capable Executive Assistant (EA) to provide seamless administrative and operational support to senior leadership. While your primary focus will be on supporting senior leadership, you will also play a key role in assisting a growing team as the institute expands.

In this high-stakes, cutting-edge research environment, you will need to be highly organised, proactive, and adept at managing complex workflows. As GBI continues to evolve, your ability to coordinate effectively and facilitate communication across teams will be essential. Adaptability, problem-solving skills, and a commitment to excellence will be key to your success.

Key Responsibilities:

Administrative Support:

• Diary and inbox management
• Travel arrangements (local, national and international), providing clear travel schedules to include accommodation, travel documentation and any visa requirements
• Being the key contact and acting as the gatekeeper for any internal and external calls or meetings
• Booking breakfast, lunch and dinner meetings as necessary
• Expense management - providing monthly reports and submit for approval

Meetings and Business Appointments:

• Supporting all meetings, (in person and virtual), which will include Board meetings, booking meeting rooms ensuring all equipment needed is available, agendas, preparations of reports/presentation packs and refreshments
• Liaise with senior executives, board members, management and support staff internally/externally to arrange and distribute meeting invites, minutes and board packs
• Attend meetings, take detailed notes, distribute minutes, and follow up on agenda items and action points
• Attend meeting if needed in the absence of your Executive and provide accurate summary topics and clear action points and outputs

Requirements:Qualifications & Experience:

• Significant EA experience supporting C-Suite or senior executives in a fast-paced, changing environment
• Outstanding organisational ability, someone who can naturally multitask and prioritise workloads to ensure nothing is missed
• Able to prepare slide decks, meeting/agenda, and minutes of meetings
• Experienced in handling confidential and sensitive information
• Will have strong working knowledge of Microsoft 365, business messaging and project management tools
• Have been responsible for collating data, conducting research for presentation and reports
• Strong communication and interpersonal skills, with experience engaging with senior stakeholders and external partners

Benefits:

We offer the following benefits:

• Enhanced holiday pay
• Pension
• Life Assurance
• Income Protection
• Private Medical Insurance
• Hospital Cash Plan
• Therapy Services
• Perk Box
• Electrical Car Scheme

Why work for EIT:

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 people to be curious and to have a shared commitment to excellence. Join us and make an impact!

Terms of Appointment:

• You must have the right to work permanently in the UK with a willingness to travel as necessary
• You will live in, or within easy commuting distance of, Oxford
• During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the programme
• Due to the nature of this role, you will be required to be on-site 5 days per week

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative
• Industries
• IT Services and IT Consulting