Executive Assistant to Deputy Director General EMBL and Director EMBL-EBI

TN United Kingdom; Hinxton; On-site; GBP 80,000 - 100,000; Full time

Job summary

An established industry player is seeking a highly adaptable Executive Assistant to support the Deputy Director General in a dynamic environment. This role involves managing complex schedules, coordinating high-profile meetings, and ensuring efficient communication. The ideal candidate will possess excellent organizational skills, a proven track record in executive support, and the ability to navigate changing priorities. This is an exciting opportunity to contribute to a leading research organization while working closely with senior leadership and international stakeholders. If you thrive in a fast-paced environment and are looking to make a meaningful impact, this role is perfect for you.

Qualifications

• Proven track record of relevant executive support in large organizations.
• Excellent spoken and written English with persuasive interpersonal skills.

Responsibilities

• Manage schedules and communications for the Deputy Director General.
• Coordinate meetings and travel arrangements, ensuring seamless operations.

Skills

Executive support

Communication skills

Organizational skills

Flexibility

Problem-solving

Education

Degree level or equivalent professional experience

Tools

MS Office

Windows

Job description

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Executive Assistant to Deputy Director General EMBL and Director EMBL-EBI, Hinxton

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Client:

Embl-Ebi

Location:

Hinxton, United Kingdom

Job Category:

Other

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EU work permit required:

Yes

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Job Reference:

759b887593b1

Job Views:

8

Posted:

26.04.2025

Expiry Date:

10.06.2025

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Job Description:

Your role

EMBL and EMBL-EBI are seeking a highly adaptable and proactive individual to join our Directors' Office during an exciting period of change. The successful candidate will provide comprehensive support to the Deputy Director General, ensuring the efficient management of schedules, correspondence, and meeting actions.

Executive Assistance:

• Manage the EMBL Deputy Director General’s schedule, including anticipating and resolving conflicts.
• Handle incoming and outgoing communications, using judgement to act independently, delegate, or escalate as necessary.
• Track and ensure follow-up on all actions for the Deputy Director General.
• Draft and prepare high-quality documents and correspondence.
• Maintain organised filing systems and ensure confidentiality of all records.

Meeting & Event Coordination:

• Secretariat duties for EMBL-EBI Senior Management Team meetings
• Oversee EMBL-EBI Distinguished Lecturer Seminar series
• Assist in planning and organising EMBL-EBI meetings, events, and reviews
• Support EMBL-EBI and EMBL event and meeting participation, including high-profile VIP visits.
• Coordinate closely with various EMBL offices to ensure seamless operations.
• Take and follow up on minutes for meetings involving the Deputy Director General.

Travel Management:

• Plan and coordinate complex travel arrangements, including flights, accommodation, transfers and detailed itineraries.
• Process and manage expenses, ensuring timely reimbursement.
• Supervisory responsibility for Directors' Office PA and Team Admin, including performance reviews, annual assessments
• Provide coverage for colleagues in the Directors' Office.

Closing date: 2 August 2024

Contract duration: 3 years (renewable upto 9 years)

Grading: Grade 6 (Monthly salary starting at £3,456 after tax) + Other paid benefits and allowances based on circumstances

Reference number: EBI02275

Related

You have

The role requires flexibility to adapt to evolving priorities and the ability to maintain high standards in a dynamic environment.

• Degree level or equivalent professional experience
• A proven track record of relevant executive/ director-level support in a large organisation or C suite management
• Good knowledge of Windows, MS Office, email and web applications
• Excellent spoken and written English
• Excellent rapport and communication skills
• Persuasive interpersonal skills and the ability to build and maintain constructive relationships with internal and external stakeholders
• Experience in dealing with an international staff and an awareness and understanding of cultural differences
• Flexibility to respond to changing priorities, often at very short notice
• Self-motivation and resilience
• Ability to proactively seek solutions to scheduling conflicts
• Excellent organisational skills, managing a variety of tasks simultaneously
• Experience in managing/supervisory responsibility for colleagues
• Tact, diplomacy and discretion in handling sensitive or highly confidential material appropriately
• Ability to work both independently with minimum supervision and as part of a wider support team, to tight or shifting deadlines
• Willingness to get involved in other project work as necessary
• This role is supporting a senior Director and international scientist with a varied and busy schedule therefore there may be occasions to pick up work outside normal business hours
• Ability to travel to other locations if required

You might also have

• Experience of working in an academic, scientific and/or international environment
• Knowledge of other European languages, such as German, French, Italian or Spanish
• An interest in scientific and academic work