Executive Assistant & Office Manager

Caristo Diagnostics; Oxford; On-site; GBP 40,000 - 60,000; Full time

Benefits offered by this job

Competitive salary

25 holidays per year plus bankholidays

Enhanced pension contribution

Private medical insurance

Life insurance

Cycle-to-work scheme

Long-service benefits

Job summary

Caristo Diagnostics in Oxford is seeking an experienced Executive Assistant & Office Manager to support two members of the Executive Leadership Team, partner with the founders, and own the UK office operations. This hands-on role blends executive support with day-to-day office leadership and HR coordination in a fast-growing health-tech company.

You will manage complex calendars, coordinate international travel, assist with Board events, and help streamline processes while building strong

Qualifications

• 3-5 years in an Executive Assistant, Personal Assistant, Office Manager or similar role.
• Strong organisational and time-management skills.
• Experience supporting senior-level professionals and coordinating calendars, meetings, and travel.
• Excellent interpersonal and communication skills with discretion.
• Ability to work independently and take initiative.

Responsibilities

• Provide proactive, high-quality primary administrative support to two members of the Executive Leadership Team in Oxford.
• Coordinate complex calendars, meetings across time zones, travel and itineraries.
• Support planning and execution of Board meetings and leadership offsites.
• Assist HR with recruitment coordination, onboarding, and documentation.
• Maintain office operations, facilities, safety, and vendor relationships.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Independent working

Tools

Microsoft Office

Outlook

Teams

Job description

We're looking for an experienced, proactive Executive Assistant & Office Manager to join our growing team in Oxford. This is a unique opportunity to work closely with some of Caristo's senior leadership and founders, take ownership of our UK office operations, and play an integral role in supporting a fast-growing, innovative healthcare technology company.

About Caristo Diagnostics

Caristo Diagnostics is a global leader in AI technologies for cardiovascular disease, founded as a spin-out from the University of Oxford. Its award-winning technology helps detect hidden heart disease and identify people at risk of a heart attack before symptoms appear. Working with leading hospitals, research institutions, and pharmaceutical partners, Caristo aims to save lives through early detection and personalized prevention. The company was named a 2026 Technology Pioneer by the World Economic Forum in June 2026. Learn more at www.caristo.com or follow Caristo on LinkedIn, YouTube, and X.

About the CaRi-Heart® Technology

Named first of “7 Technologies That Could Change Heart Healthcare Forevermore” by the Robb Report, the CaRi-Heart® technology is Caristo’s flagship offering which uncovers hidden coronary inflammation, a key driver of cardiovascular disease, on routine Coronary Computed Tomography Angiography (CCTA).

The technology is regulatory-approved for commercial use in Europe and Australia, and is currently being piloted in several NHS sites. The CaRi-Heart Technology is also a receipt of the NHS AI award, and has been recognised by the British Heart Foundation as a game-changing innovation for preventing cardiovascular disease. Multiple patents underpinning CaRi-Heart technologies have been granted in major jurisdictions around the world. In addition, exceptional validation results showing CaRi-Heart’s ability to aid the prediction of heart attacks have been published in leading medical journals including the Lancet, JACC, European Heart Journal, and Cardiovascular Research.

About The Role

OVERVIEW:

This is a dynamic, hands-on role that combines high-level executive support with the day-to-day management of our Oxford office.

You'll provide dedicated support to two members of our Executive Leadership Team, work closely with our four founders and their PAs, and collaborate with colleagues across the UK and US, including the Executive Assistant to the CEO.

From supporting senior leadership and coordinating company events to anticipating needs and keeping the office running smoothly, you'll be at the heart of a busy, growing business. We're looking for someone who thrives on variety, takes initiative, and enjoys making things happen. Someone who can see the bigger picture while staying on top of the details, build strong relationships, and confidently step in wherever needed.

We're looking for someone who enjoys variety, thrives on making things happen, and takes pride in being the person others can rely on. This is an opportunity to take real ownership, build strong relationships across the business, and make a meaningful contribution to Caristo's continued growth.

Job Title Executive Assistant & Office Manager

Department Administration, reporting to Global Head of HR / VP Legal-International (with dotted line to the EA to the CEO)

Location Oxford, UK

Responsibilities

Executive Assistant:

• Provide proactive, high-quality primary administrative support to two members of the Executive Leadership Team based in Oxford.
• Work closely with Caristo's four founders and their PAs to stay aligned on schedules, commitments, and priorities, proactively coordinating activities and streamlining communication to support the wider business.
• Manage complex calendars, coordinate meetings across international time zones, and anticipate scheduling conflicts and priorities.
• Arrange domestic and international travel, including flights, visas, accommodation, ground transportation, and detailed itineraries.
• Support the EA to the CEO in the planning and execution of Board meetings, leadership offsites, and other executive gatherings, including venue selection, catering, presentations, and logistics.
• Prepare and coordinate meeting materials, agendas, presentations, correspondence, and other documents.
• Assist with meeting follow-ups, action items, and communication across teams.
• Build trusted relationships with senior leadership, colleagues, and external stakeholders while maintaining the highest level of discretion and professionalism.
• Scans and file documents to SharePoint as needed.
• Proactively identify opportunities to improve processes, streamline workflows, and enhance executive productivity.

Office Management & Operations:

• Greet visitors, answer phone calls, and respond to inquiries in a professional and courteous manner.
• Manage office facilities, arrange and oversee general repairs and maintenance, manage cleaning contractors, manage communications with landlord.
• Coordinate office safety and security measures, including emergency preparedness, fire drills, and access control procedures.
• Monitor and maintain office cleanliness, organization, and appearance, coordinating with cleaning staff or facilities management as needed.
• Track stocks of office supplies including stationery and manage coffee/fruit deliveries.
• Manage company correspondence, including phone calls, emails, letters and packages (incoming and outgoing).
• Pitch in wherever needed to ensure the office and team are well supported, embracing both the strategic and practical aspects of the role.

HR Support

• Provide administrative support to the HR function, including recruitment coordination, onboarding, and employee documentation.
• Assist with preparing offer letters, employment contracts, and other HR-related correspondence using established templates.
• Coordinate reference checks, employee benefits administration, and updates to BambooHR.
• Help organise employee engagement activities and initiatives that contribute to a positive, collaborative office culture.
• Handle confidential employee information with discretion and in accordance with company policies.

Skills & Experience Required:

• 3-5 years of proven experience in an Executive Assistant, Personal Assistant, Office Manager, or similarly broad administrative role.
• Strong organisational and time-management skills, with the ability to manage multiple priorities and shifting demands.
• Experience supporting senior-level professionals and coordinating complex calendars, meetings, and travel.
• Excellent interpersonal and communication skills, with the confidence to interact professionally with senior executives, colleagues, and external partners.
• Exceptional attention to detail and a commitment to delivering high-quality work.
• A proactive, resourceful, and solutions-oriented mindset.
• Sound judgment, discretion, and the ability to handle sensitive and confidential information.
• Strong proficiency in Microsoft Office, Outlook, Teams, and other business collaboration tools.
• Ability to work independently, anticipate needs, and take initiative without constant direction.
• A flexible, hands-on approach and willingness to support a wide range of responsibilities.

Benefits:

• Competitive salary
• 25 holidays per year plus bank holidays
• Enhanced pension contribution
• Private medical insurance

Life insurance

Cycle-to-work scheme

Additional benefits for long-service

Why join Caristo:

• Make a meaningful impact: Be part of a company developing technology with the potential to transform cardiovascular healthcare and save lives.
• Work closely with exceptional people: Collaborate with senior business leaders, world-class scientists, and cardiologists at the forefront of cardiovascular innovation.
• Enjoy variety and ownership: Take on a diverse role where your initiative, organisational skills, and problem-solving abilities make a visible difference every day.
• Help shape a growing business: Play an important role in building the operations, workplace culture, and infrastructure that support Caristo's continued expansion.
• Be part of a global team: Work with talented colleagues across the UK and US in a collaborative, ambitious, and supportive environment.

Working Arrangements

• This is an office-based role at our Oxford location. Given the importance of supporting our on-site leadership team and overseeing daily office operations, regular in-person presence is an essential part of the position.
• Some flexibility may be required to accommodate meetings, events, and collaboration with colleagues across international time zones.

Caristo Diagnostics is committed to diversity and inclusion, and encourages applications from all qualified candidates, including those making a step up in their career. If you are passionate about making a difference in the world of medical imaging and meet the above criteria, we would love to hear from you.

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