Executive Assistant (Generative Biology Institute)

Ellison Institute of Technology Oxford; Oxford; On-site; GBP 30,000 - 60,000; Full time

Job summary

Join a forward-thinking institute as an Executive Assistant, where you will provide essential support to senior leadership in a dynamic and research-driven environment. This role demands exceptional organizational skills and the ability to thrive under pressure. You will manage complex workflows, coordinate meetings, and engage with stakeholders, all while contributing to impactful global solutions in health, sustainability, and technology. If you are adaptable, proactive, and passionate about making a difference, this position offers a unique opportunity to be part of a collaborative team focused on transformative research.

Benefits

Enhanced Holiday Pay

Pension Scheme

Life Assurance

Income Protection

Private Medical Insurance

Hospital Cash Plan

Therapy Services

PerkBox Benefits

Electric Car Scheme

Qualifications

• Significant EA experience supporting C-suite executives.
• Exceptional organizational skills and ability to prioritize tasks.
• Proficiency in preparing presentations and meeting minutes.

Responsibilities

• Manage diaries, arrange travel, and handle expense reports.
• Support meetings, prepare agendas, and take detailed notes.
• Coordinate with senior staff and external partners for meetings.

Skills

Organizational Skills

Multitasking

Communication Skills

Discretion

Problem-Solving Skills

Tools

Microsoft 365

Project Management Tools

Job description

About EIT:

The Ellison Institute of Technology (EIT) Oxford addresses humanity's greatest challenges by transforming science and technology into impactful global solutions. Focus areas include health, food security, sustainable agriculture, climate change, clean energy, and AI-driven government innovation. EIT Oxford combines pioneering research with practical applications to achieve lasting results.

A key element of EIT Oxford's vision is its upcoming 300,000-square-foot research facility at the Oxford Science Park, opening in 2027. This state-of-the-art campus will feature advanced laboratories, an oncology and preventative care clinic, and collaborative spaces to enhance its partnership with the University of Oxford. It will also host the Ellison Scholars, fostering innovation for societal benefit.

The Generative Biology Institute (GBI) at EIT Oxford aims to overcome two major challenges in engineering biology: 1) the ability to precisely synthesize entire genomes, and 2) understanding which DNA sequences will produce biological systems with desired functions. Addressing these challenges will unlock the potential of biology for transformative solutions in health, sustainability, and agriculture. GBI will house 30 research groups and over 300 scientists, supported by cutting-edge facilities and sustained funding to tackle global challenges and advance biological engineering.

GBI promotes a culture of collaboration, innovation, and resilience, valuing diverse expertise to develop sustainable solutions to humanity's enduring challenges.

Role Overview:

The GBI at EIT Oxford is seeking an experienced Executive Assistant (EA) to provide seamless administrative and operational support to senior leadership. While supporting senior executives is primary, you will also assist a growing team as the institute expands.

In this dynamic, research-driven environment, you must be highly organized, proactive, and skilled at managing complex workflows. As GBI evolves, effective coordination and communication across teams will be vital.

This role suits someone who thrives in a fast-paced, innovative, and collaborative setting. Adaptability, problem-solving skills, and a commitment to excellence are essential for success.

Key Responsibilities:

Administrative Support:

• Manage diaries and inboxes
• Arrange travel (local, national, international), including accommodation, documentation, and visas
• Serve as the main contact and gatekeeper for calls and meetings
• Book meals for meetings as needed
• Handle expense reports and submit for approval

Meetings and Business Appointments:

• Support all meetings (in-person and virtual), including Board meetings, booking rooms, preparing agendas, reports, presentations, and refreshments
• Coordinate with senior staff, board members, and external partners for invitations, minutes, and board packs
• Attend meetings, take detailed notes, distribute minutes, and follow up on action items
• Provide summaries and action points if attending on behalf of an executive

Requirements:

Qualifications & Experience:

• Significant EA experience supporting C-suite or senior executives in a fast-changing environment
• Exceptional organizational skills, ability to multitask and prioritize
• Experience preparing presentations, agendas, and meeting minutes
• Discretion handling confidential information
• Proficiency with Microsoft 365, messaging, and project management tools
• Experience in data collation, research, and report preparation
• Strong communication and interpersonal skills, with experience engaging senior stakeholders and external partners

Benefits:

We offer:

• Enhanced holiday pay
• Pension scheme
• Life assurance
• Income protection
• Private medical insurance
• Hospital cash plan
• Therapy services
• PerkBox benefits
• Electric car scheme

Why Work for EIT:

At the Ellison Institute, we value a collaborative, inclusive team environment. We encourage creative risks, emotional intelligence, empathy, respect, and resilience. Join us to make a meaningful impact!

Terms of Appointment:

• You must have the right to work permanently in the UK and be willing to travel as needed
• Reside in or near Oxford for ease of commuting
• Some longer hours and cross-time-zone work may be required during peak periods
• On-site presence is required five days a week