Executive Assistant

FluoRok Limited; Oxford; On-site; GBP 50,000 - 70,000; Full time

Benefits offered by this job

Workplace pension

Private health insurance

Life assurance

Share options

Job summary

FluoRok Limited in Oxford is seeking an experienced Executive Assistant to support the CEO and leadership team during a pivotal growth phase. You will drive organisational effectiveness through executive support, governance, stakeholder engagement, communications and events.

Based at ARC Oxford, you will coordinate diaries, board materials, travel and project governance while maintaining confidentiality in a fast-growing deep-tech environment.

Qualifications

• Proven experience supporting senior executives in a fast-paced environment.
• Strong diary, meetings, and travel management experience.
• Excellent communication and relationship-building skills; proficient in MS 365.

Responsibilities

• Manage complex diaries, meeting schedules and the CEO inbox, prioritising requests, resolving conflicts and preparing briefing notes and correspondence.
• Support leadership meetings and strategic priorities through agenda and pack preparation, minutes, decision tracking and follow-up of actions.
• Coordinate the annual Board and committee calendar, meeting logistics, agendas, Board packs, minutes, approved records and action registers.
• Provide company secretarial and governance administration supported by the Head of Finance, including compliance calendars, Companies House documents, statutory records and approved share or option administration.
• Coordinate meetings and communications with investors, shareholders, advisers, international stakeholders and partners, maintaining contact lists, information trackers and confidential repositories, and supporting fundraising and due diligence administration.
• Arrange executive and Board travel, itineraries, accommodation, visitor schedules and visa or entry-document administration where required.
• Coordinate and lead the organisation of company events and CEO-sponsored projects, maintaining document registers, decision logs, signatures, filings, renewals and adviser actions.
• Support the smooth day-to-day operation of the Oxford office and provide a professional visitor experience.

Skills

Executive support

Diary management

Board governance support

Stakeholder engagement

Travel coordination

Event coordination

Microsoft 365

Tools

Microsoft 365

Job description

About us

At FluoRok, we are reimagining how the world manufactures fluorochemicals. As an Oxford University spin-out backed by leading venture capital investors, we are developing breakthrough technologies that make the production of essential fluorinated materials safer, more sustainable, and more cost-effective.

Our innovations have applications across some of the world's most important industries, including batteries, pharmaceuticals, crop protection and advanced materials.

Based at ARC Oxford, a premier science and innovation campus, our team works from cutting-edge R&D laboratories and pilot-scale manufacturing facilities as we build the next generation of fluorochemical production.

Role purpose

As FluoRok continues its growth from a venture-backed technology company to a global industrial business, the Executive Assistant will play a central role in supporting the CEO and leadership team during a pivotal stage of the company's journey. Acting as a trusted partner to senior executives, you will help drive organisational effectiveness through executive support, Board and governance activities, stakeholder engagement, communications, events and business operations. This is a unique opportunity to work at the heart of a fast-growing deep-tech scale-up, gaining exposure to investors, Board members, strategic partners and senior leaders while helping shape the systems, processes and culture that will support FluoRok's next phase of growth

Key Responsibilities

• Manage complex diaries, meeting schedules and the CEO inbox, prioritising requests, resolving conflicts and preparing briefing notes and correspondence.
• Support leadership meetings and strategic priorities through agenda and pack preparation, minutes, decision tracking and follow-up of actions.
• Coordinate the annual Board and committee calendar, meeting logistics, agendas, Board packs, minutes, approved records and action registers.
• Provide company secretarial and governance administration supported by the Head of Finance, including compliance calendars, Companies House documents, statutory records and approved share or option administration.
• Coordinate meetings and communications with investors, shareholders, advisers, international stakeholders and partners, maintaining contact lists, information trackers and confidential repositories, and supporting fundraising and due diligence administration.
• Arrange executive and Board travel, itineraries, accommodation, visitor schedules and visa or entry-document administration where required.
• Coordinate and lead the organisation of company events and CEO-sponsored projects, maintaining document registers, decision logs, signatures, filings, renewals and adviser actions.
• Support the smooth day-to-day operation of the Oxford office and provide a professional visitor experience.

• Proven experience supporting senior executives, founders, directors or C-suite leaders in a fast-paced environment.
• Strong experience managing complex diaries, meetings, travel, Board materials, minutes and action trackers.
• Highly organised and proactive, uses sound judgement to prioritise competing demands, solve problems and ensure the CEO and leadership team can focus on company’s highest-priority activities.
• Confident handling confidential information and engaging professionally with senior stakeholders, investors and external advisers.
• Excellent communication and relationship-building skills, with strong proficiency in Microsoft 365, including Outlook, Word, PowerPoint, Excel and Teams.
• Professional, discreet, resourceful and comfortable working in a dynamic, high-growth business.

Salary range - £50,000 to £70,000per annum

We offer a competitive salary and benefits package, including a workplace pension, private health insurance, life assurance and share options, allowing employees to contribute to and benefit from the company's long-term growth.