Executive Assistant - Generative Biology Institute

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

Job summary

An established industry player is seeking an experienced Executive Assistant to support senior leadership in a fast-paced research environment. This role involves managing complex workflows, coordinating meetings, and ensuring seamless communication across teams. The ideal candidate will thrive in a collaborative setting, demonstrating outstanding organizational and multitasking skills. With a commitment to excellence, you will play a key role in facilitating operations and driving impactful solutions in a cutting-edge institute. Join a team that values creativity and innovation while making a significant contribution to addressing global challenges.

Benefits

Enhanced holiday pay

Pension

Life Assurance

Income Protection

Private Medical Insurance

Hospital Cash Plan

Therapy Services

Perk Box

Electrical Car Scheme

Qualifications

• Proven experience as an Executive Assistant in a dynamic environment.
• Ability to manage complex workflows and maintain confidentiality.

Responsibilities

• Provide comprehensive administrative support to senior leadership.
• Manage diary, travel arrangements, and expense reports efficiently.
• Coordinate meetings and prepare necessary documentation.

Skills

Organisational Skills

Multitasking

Communication Skills

Interpersonal Skills

Problem-Solving

Education

Significant EA experience

Tools

Microsoft 365

Project Management Tools

Job description

About EIT:

The Ellison Institute of Technology (EIT) Oxford tackles humanity’s greatest challenges by turning science and technology into impactful global solutions. Focused on areas like health, food security, sustainable agriculture, climate change, clean energy, and AI-driven government innovation, EIT Oxford blends groundbreaking research with practical applications to deliver lasting results.

A cornerstone of EIT Oxford’s mission is its upcoming 300,000-square-foot research facility at the Oxford Science Park, set to open in 2027. This cutting-edge campus will feature advanced labs, an oncology and preventative care clinic, and collaborative spaces to strengthen its partnership with the University of Oxford. It will also host the Ellison Scholars, driving innovation for societal benefit.

The Generative Biology Institute (GBI) at the Ellison Institute of Technology (EIT) Oxford 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.

EIT Oxford fosters a culture of collaboration, innovation, and resilience, valuing diverse expertise to drive sustainable solutions to humanity’s enduring challenges.

The Generative Biology Institute (GBI), part of 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.

With GBI’s mission to tackle grand scientific challenges, this role is well-suited for someone who thrives in a fast-paced, innovative, and collaborative setting. Adaptability, problem-solving skills, and a commitment to excellence will be key to your success.

Key Responsibilities:

Administrative Support:

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

Meetings and Business Appointments:

1. 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
2. Liaise with senior executives, board members, management and support staff internally/externally to arrange and distribute meeting invites, minutes and board packs
3. Attend meetings, take detailed notes, distribute minutes, and follow up on agenda items and action points
4. Attend meeting if needed in the absence of your Executive and provide accurate summary topics and clear action points and outputs

Qualifications & Experience:

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

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:

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