Executive Assistant to the COO

Wellcome Trust; Greater London; On-site; GBP 47,000 - 59,000; Full time

Job summary

Wellcome Trust is seeking an experienced Executive Assistant to support the Chief Operating Officer. You will be the central point of contact for the COO’s office, handling complex calendars, prioritising schedule needs, and coordinating with internal teams and external stakeholders to ensure timely delivery.

You will also prepare briefing materials, manage meetings and events, and oversee travel arrangements, with a focus on efficiency and governance.

Qualifications

• Executive Assistant experience supporting C-suite stakeholders.
• Advanced IT skills including Microsoft Office and expenses software (Oracle).
• Experience managing calendars, communications, and stakeholder coordination.
• Strong written and verbal communication; excellent time management and planning.

Responsibilities

• Provide comprehensive executive and departmental administrative support to the COO and key teams.
• Manage the COO’s complex diary, coordinate meetings, and adapt calendars to priorities.
• Prepare agendas, briefing materials, and minutes for internal and external engagements.
• Coordinate meetings and events with cross-team collaboration for delivery of initiatives.
• Arrange domestic and international travel with detailed itineraries and briefing packs.

Skills

Executive Support

Calendar Management

Office IT Tools

Communication

Project Coordination

Commercial Awareness

Tools

Microsoft Office

Oracle Expenses

Salesforce

Job description

Salary: £47,040 - £58,800

Closing date: 28 September 2026

Contract type: Permanent

Interview dates: 1st stage (13 & 14 October 2026), 2nd stage (22 October 2026) In-person

Wellcome is a global charitable foundation. We improve health for everyone by funding science, leading policy and advocacy campaigns, and building partnerships. We committed to spend £16bn in the ten years to 2032, funding new discoveries in life, health, and wellbeing, and taking on three global health challenges: mental health, infectious disease and climate and health.

Where in Wellcome will I be working?

You will help the COO to deliver the mission by ensuring her time is optimised and prioritised for the benefit of Wellcome.

What will I be doing?

This is an exciting opportunity for an experienced Executive Assistant to play a key role in supporting the COO and the broader Operations team in delivering on Wellcome’s inspiring mission. Your primary focus will be using your judgement to proactively anticipate challenges, adjusting schedules, managing stakeholders and working with internal teams and external stakeholders effectively to ensure delivery to deadlines. The role is essential to the smooth running of the COO’s office, being the central point of contact for the team and working closely with the Head of Executive Office, ensuring access to the COO as required.

As an Executive Assistant you will:

• Provide comprehensive executive and departmental administrative support to the COO, proactively resolving operational issues and coordinating effectively with the CEO Office, Executive Director offices, and key teams across the organisation.
• Manage the COO’s complex diary and scheduling, using sound judgement to coordinate meetings, resolve conflicts, and adapt calendars dynamically to changing priorities.
• Prepare and coordinate high-quality agendas, briefing materials, presentations, and meeting documentation, ensuring the COO was effectively supported for internal and external engagements through timely collaboration with stakeholders across the organisation.
• Coordinate internal, external, and department-wide meetings and events, managing agendas, documentation, and minutes while collaborating across teams to ensure effective planning and delivery of key organisational initiatives.
• Manage complex domestic and international travel arrangements for the COO, producing detailed itineraries and coordinating tailored briefing packs to support effective engagement during business trips.
• Ensure compliance with organisational policies and procedures, maintain departmental business continuity plans, and promote adherence to governance, expenses, hospitality, and compliance requirements.
• Support departmental budget management by monitoring expenditure, reviewing financial reports, and processing expenses and invoices in line with organisational policies and procedures.
• Manage departmental office operations and facilities, coordinating workspace moves, procurement of furniture and supplies, and liaising with facilities teams to maintain an efficient working environment.

Is this job for me?

You will enjoy this role if you thrive in a fast-paced environment, enjoy supporting senior leaders, and excel at managing complex priorities. You are highly organised, proactive, and skilled at coordinating meetings, travel, communications, and operations while building strong relationships across an organisation and ensuring everything runs smoothly.

Minimum Criteria:

• Executive Assistant experience, supporting C-suite stakeholders.
• Advanced IT Skills – excellent working knowledge of Microsoft Office software, expenses software (e.g. Oracle), CRM (e.g. Salesforce).
• Manage calendars effectively while demonstrating strong written and verbal communication, organisation, planning, and the ability to prioritise multiple tasks.
• Excellent time management, and project coordination skills to ensure efficient scheduling and delivery of work.
• Commercial understanding and/or experience.

Hybrid Way of Working

We understand that our colleagues have commitments and personal interests outside of work and we strive to build a flexible working environment, in which people can perform at their best. We are currently working 3 days per week (Tuesday, Wednesday and Thursday) from our Euston Road offices (as part of our hybrid Ways of Working) with the remaining 2 days working either remotely or in the office.

Diversity and Inclusion

Diversity and Inclusion is at the heart of everything we do. Diversity and Inclusion is a priority at Wellcome. We are committed to cultivating a fair and inclusive environment, where everyone can be themselves and thrive. We are happy to discuss flexible working options for all roles. We work to ensure that our recruitment processes are as inclusive as possible to everyone. This includes making adjustments for people who have a disability or long‑term condition. Please visit our website for more information on adjustments and accessibility, or contact us at [e-mail].

We support researchers, we take on big health challenges, we campaign for better science, and we help everyone get involved with science and health research. Wellcome isn't just a supporter of great ideas, it's a great place to work. We offer excellent benefits and help our employees to develop in an open, respectful culture where differences are valued.