Executive Assistant

Touchlight; Greater London; On-site; GBP 25,000 - 45,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to support its senior management team. This role is pivotal in ensuring smooth operations through effective diary management, travel coordination, and event planning. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organisational and communication skills. With a commitment to innovation and a supportive culture, this opportunity offers a dynamic workplace where your contributions will be valued. If you're looking for a role that combines administrative expertise with the chance to work alongside dedicated professionals, this position is perfect for you.

Benefits

Flexible Working

Competitive Benefits Package

Incredible Facilities

Qualifications

• Extensive experience supporting senior management and handling confidential information.
• Proficient in managing busy diaries and booking international travel.

Responsibilities

• Manage diaries, organise travel logistics, and coordinate events.
• Welcome visitors and handle correspondence effectively.

Skills

Organisational Skills

Communication Skills

Diary Management

Travel Coordination

Confidentiality Handling

Event Coordination

Education

Experience as an Executive Assistant

Tools

MS Office

Job description

Direct message the job poster from Touchlight

About Us

Touchlight is a Contract Development and Manufacturing Organisation (CDMO), with a focus built on the conviction that DNA is fundamental to the future of medicine. Located in a renovated Victorian water pumping station in Hampton, Touchlight’s team of more than 150 employees is focused on the manufacturing and research of cutting-edge technologies in the biotechnology and life science sectors.

Touchlight has developed, patented, scaled and evidenced a revolutionary platform, producing dbDNA, to enable the next generation of DNA industries, including DNA/mRNA vaccines, viral therapies and Cell and Gene therapies.

Role Overview

The Executive Assistant role forms part of the team supporting the senior management function of the Touchlight group of companies. Working closely alongside the Senior Executive Assistant as part of a small and dedicated team, the role will report directly to the Chief of Staff of Touchlight.

The core responsibilities will include managing diaries across multiple time zones, organising travel with complex itineraries, providing project support, facilitating monthly reporting, organising expenses and the welcoming and management of visitors to the facility.

The role is based around providing day-to-day support to certain designated members of the Executive management team, alongside co-ordinating management events, client meetings, interacting daily with senior staff on operational topics and supporting the Company Social Committee with the planning and implementation of social events.

The successful applicant will be customer-focused with experience of supporting busy executives and servicing high-level commercial meetings. They will have the ability to effectively communicate at all levels and be able to handle confidential and sensitive matters effectively. They will also possess excellent organisational skills, demonstrating a capacity to work under pressure, plan and coordinate multiple activities and manage competing priorities.

This is an exciting, fast-paced environment suited to a self-motivated, organised, conscientious and highly accurate individual, who can contribute to and successfully work in a multi-talented ambitious team.

Core Responsibilities:

1. Schedule meetings and calendar management: Organising internal and external meetings across multiple times zones and booking meeting rooms
2. Organise travel logistics: conference booking, domestic and international travel, accommodation, transfers, and visas
3. Event coordination: in relation to Company social events
4. Welcome visitors: act as the first point of contact
5. Reception duties: general reception tasks, including managing incoming general email enquiries, and answering and directing phone calls
6. Handle correspondence: process agendas and reports
7. Document preparation: create and manage reports, presentations
8. Expenses management: supporting in the collation and processing of monthly expenses.

Skills and Experience:

1. Extensive experience as an Executive Assistant, supporting multiple members of a senior management team and managing confidential information
2. Proficient in booking international travel, including handling visas and travel requirements
3. Skilled in managing busy diaries, both work-related and personal, with outstanding organisational skills
4. High proficiency in MS Office and excellent communication skills, both written and oral
5. Ability to work proactively, both independently and as part of a team, in a rapidly expanding small business environment.

Touchlight is a successful scale-up business with a record of world-leading innovation and a welcoming, entrepreneurial culture. We make Touchlight an extraordinary place to work by providing our employees with incredible facilities, flexible working and a competitive benefits and remuneration package.

A Place for Everyone

We believe diversity drives innovation and for that reason we strongly encourage those from all backgrounds to apply for roles at Touchlight. We are an equal opportunity employer and aim to build a workforce that is truly representative of the communities in which we operate and our customers.

If you need reasonable adjustments at any point in the application or interview process, please speak with the HR team who will be happy to support you.

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative, Customer Service, and Other