Executive Assistant - People and Engagement

Ellison Institute of Technology Oxford; Oxford; On-site; GBP 45,000 - 60,000; Full time

Benefits offered by this job

Competitive salary

Private Medical Insurance

Pension

Cycle to Work

Job summary

Ellison Institute of Technology is seeking an experienced Executive Assistant to provide strategic, proactive, and high-trust support to the People & Engagement Team. You will work 1-1 with the Senior Director, coordinating priorities, plans and ensuring delivery across the function.

The role requires advanced skills in data management, confidential handling, and agility in a fast-paced, scaling environment. Onsite in Oxford with international travel as needed.

Qualifications

• Experience in project and process management with strong organisational capability.
• Highly skilled at data and information management – advanced Excel and PowerPoint user.
• Experience in fast paced, fluid and scaling environments.
• Confident user of AI and digital productivity tools to improve efficiency, analysis, communication and workflow management.
• Highly experienced at handling confidential and sensitive information with discretion.

Responsibilities

• Strategic support and Team Co-ordination. Act as confidential support to the Senior Director and provide continuity across the function through visibility of priorities and plans
• Support leadership discussions by preparing analysis, briefing materials and recommendations
• Help identify opportunities to improve team effectiveness and simplify processes, contributing to projects beyond coordination
• Support the development and ongoing management of the People & Engagement roadmap and programme of work
• Track progress against key initiatives and ensure priorities remain visible and on track
• Work across the People & Engagement team to develop, manage and quality assure required reporting
• Manage and approve travel arrangements, itineraries, and expenses
• Manage budget tracker and cost reporting
• Act as an active member of the EA community, driving best practice and continuous improvement

Skills

Strategic thinking

Executive support

Discretion & confidentiality

Data management & analytics

AI-enabled productivity tools

Tools

Excel

PowerPoint

Job description

At the Ellison Institute of Technology (EIT), we're on a mission to translate scientific discovery into real world impact. We bring together visionary scientists, technologists, engineers, researchers, educators and innovators to tackle humanity's greatest challenges in four transformative areas:

• Health, Medical Science & Generative Biology
• Food Security & Sustainable Agriculture
• Artificial Intelligence & Robotics
• Climate Change & Managing CO₂

This is ambitious work - work that demands curiosity, courage, and a relentless drive to make a difference. At EIT, you'll join a community built on excellence, innovation, tenacity, trust, and collaboration, where bold ideas become real-world breakthroughs. Together, we push boundaries, embrace complexity, and create solutions to scale ideas from lab to society. Explore more at www.eit.org.

Your Role:

At EIT we are seeking an experienced and detail orientated Executive Assistant to provide strategic, proactive, and high-trust support across the People & Engagement Team. The role reports to the Senior Director and acts as a central point of coordination across the People & Engagement function, helping ensure that priorities remain aligned, commitments are delivered and the team have the information, insight and support required to operate effectively in support of EIT's Mission.

This role has real breadth requiring the ability to work 1-1 with the Senior Director on long range planning, ensuring that the programme of work is actively managed and reported on, through to logistics and co-ordination of diverse individuals and teams.

Your Responsibilities:

• Strategic support and Team Co-ordination. Act as confidential support to the Senior Director and provide continuity across the function through visibility of priorities and plans
• Support leadership discussions by preparing analysis, briefing materials and recommendations
• Help identify opportunities to improve team effectiveness, simplify processes and increase capacity. This to include adding your capacity to key activity as it arises - actively contributing to projects rather than solely co-ordinating updates
• Support the development and ongoing management of the People & Engagement roadmap and programme of work
• Track progress against key initiatives and ensure priorities remain visible and on track.
• Work collaboratively across the People & Engagement team to develop, manage and quality assure the reporting that is required
• Manage and approve travel arrangements, itineraries, and expenses
• Manage budget tracker and cost reporting
• Act as an active member of the EA community, driving best practice and continuous improvement

Requirements

Essential Skills, Qualifications & Experience:

• Experience in project and process management with strong organisational capability
• Highly skilled at data and information management - advanced excel and powerpoint user
• Experience gained in fast paced, fluid and scaling environments
• Confident user of AI able to demonstrate how you have used AI and digital productivity tools to improve efficiency, analysis, communication and workflow management
• Highly experienced at handling confidential and sensitive information with discretion

Desirable Skills, Qualifications & Experience:

• Experience working in a similar position within a life sciences organisation, such as a research institute, biotech company, or similar environment

Benefits

• Competitive salary (dependent on experience) + travel allowance + bonus
• Enhanced holiday. Our annual leave allowance is 25 days plus 8 bank holidays and an additional 3 days between Christmas and New Year. You will also have the opportunity to purchase an additional 5 days annual leave in January and July.
• Pension - Employer contribution 7.5%, minimum employee contribution 5%
• Life Assurance.
• Income Protection
• Private Medical Insurance as standard for you, your partner and any dependents. Including hospital Cash Plan
• Employee discounts
• Electric car scheme
• Nursery Salary Sacrifice scheme
• Cycle to Work Scheme
• Family Planning
• Neurodiversity support including advise and assessments
• Coaching & Therapy services

Working Together - What It Involves:

• You must be eligible to work in the UK with a willingness to travel as necessary
• You must be based 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 work we undertake.
• This is an onsite role based in Oxford. Some flexibility may be arranged in line with business requirements and operational priorities