Executive Assistant - Generative Biology Institute

Ellison Institute of Technology; Oxford; On-site; GBP 80,000 - 100,000; Full time

Job summary

A leading research institute in Oxford is seeking an experienced Executive Assistant to provide administrative support to the COO and the Research Infrastructure team. The role involves diary management, travel arrangements, and facilitating meetings. Ideal candidates will have strong organizational, multitasking skills, and proficiency in Microsoft 365. Competitive salary and benefits offered.

Benefits

Enhanced holiday pay

Pension

Life Assurance

Income Protection

Private Medical Insurance

Hospital Cash Plan

Therapy Services

Perk Box

Electrical Car Scheme

Qualifications

• Significant EA experience supporting C-Suite in fast-paced environment.
• Strong organizational ability to manage multiple tasks.
• Experienced in preparing documents and slides for meetings.

Responsibilities

• Provide diary and inbox management support.
• Arrange travel and prepare detailed schedules.
• Support meetings including booking rooms and preparing materials.

Skills

Organisational ability

Multitasking

Communication skills

Interpersonal skills

Confidentiality

Tools

Microsoft 365

Project management tools

Job description

Led by a world-class faculty of scientists, technologists, policy makers, economists and entrepreneurs, the Ellison Institute of Technology aims to develop and deploy commercially sustainable solutions to solve some of humanity’s most enduring challenges. Our work is guided by four Humane Endeavours: Health, Medical Science & Generative Biology, Food Security & Sustainable Agriculture, Climate Change & Managing Atmospheric CO2 and Artificial Intelligence & Robotics.

Set for completion in 2027, the EIT Campus in Littlemore will include more than 300,000 sq ft of research laboratories, educational and gathering spaces. Fuelled by growing ambition and the strength of Oxford’s science ecosystem, EIT is now expanding its footprint to a 2 million sq ft Campus across the western part of The Oxford Science Park. Designed by Foster + Partners led by Lord Norman Foster, this will become a transformative workplace for up to 7,000 people, with autonomous laboratories, purpose-built laboratories including a plant sciences building and dynamic spaces to spark interdisciplinary collaboration.

The Generative Biology Institute (GBI) at the Ellison Institute of Technology (EIT) aims to overcome two major challenges in making biology engineerable: 1) the ability to precisely synthesize entire genomes, and 2) understanding which DNA sequences will create biological systems that perform desired functions. Solving these challenges will unlock the potential of biology for transformative solutions in health, sustainability, agriculture, and more. GBI will house 30 groups and over 300 researchers, supported by cutting-edge facilities and sustained funding to address global challenges and advance biology engineering.

We are seeking an experienced and highly capable Executive Assistant to provide seamless administrative and operational support to the COO & Director of Research Infrastructure of GBI. While your primary focus will be to support them both, you will also play a key role in assisting a growing team as the institute expands.

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
• Handle emails and other forms of communication
• Maintain physical and electronic files
• Manage confidential information with utmost discretion and integrity

Meetings and Business Appointments:

• Supporting all meetings, (in person and virtual), including 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 agendas
• 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

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

We offer the following salary and benefits

• Salary: Dependant on skills and experience + bonus + travel allowance
• 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.
• Please note that this position will be primarily office based, 5 days per week, please ensure you can commit to this before applying.