PA to Section Head

European Molecular Biology Laboratory; Cambridge; On-site; GBP 33,000 - 39,000; Full time

Benefits offered by this job

Flexible working arrangements (hybrid)

Private medical insurance

30 days annual leave

Relocation package

Campus life facilities

Family benefits

Job summary

EMBL-EBI is seeking an experienced Personal Assistant to support the Section Head and Team Leaders within the Knowledge Management Section. The role involves high-level administrative duties, diary management, email support, minute taking, document drafting and coordinating travel and events both on site and offsite.

You will line manage the Section's administrative staff, support team leaders, and help improve administrative and reporting processes while handling confidential information with

Qualifications

• Proven executive level administrative experience.
• Experience prioritising and organising work independently.
• Experience coordinating travel for large groups and events.

Responsibilities

• Provide PA support to the Section Head including diary management, email support, minuting meetings, document drafting and formatting.
• Manage the Section's administrative staff and assist Team Leaders and personnel with meetings and events.
• Organise travel arrangements, conferences and offsite meetings for the section, including reimbursement processes.
• Maintain records and reconcile Section credit cards; support onboarding and space allocations.
• Support in improving administrative and reporting processes.

Skills

Executive support

Diary management

Travel planning

Minute taking

Stakeholder management

Confidentiality

Tools

AI tools for minutes

Job description

Your role

The Knowledge Management Section at EMBL-EBI is looking for an experienced and highly organised Personal Assistant to play a central role in supporting our Section Head, four Team Leaders and their teams. This is a varied and highly trusted role where no two days are quite the same. You will be at the heart of the Section, providing high-level administrative support, coordinating people and activities, and ensuring that meetings, travel, events and day-to-day operations run efficiently.

You will act as a key point of contact for the Section, building strong relationships with colleagues, visitors and stakeholders from across EMBL and the wider international scientific community. Alongside your PA responsibilities, you will line manage the Section's administrative staff and help us continually improve the way we work.

If you are someone who enjoys taking ownership, anticipating what needs to happen next and bringing structure to a busy environment, this could be an excellent opportunity to make a real impact.

Duties and Responsibilities

• Provide PA support to the Section Head including:
  • diary management and planning
  • email support
  • minuting meetings
  • document drafting and formatting
• Manage the Section's administrative staff (1 person)
• Provide support to the Section's Team Leaders and personnel in organising meetings, conferences, scientific advisory boards, retreats and other events both on site and offsite.
• Organise the Section's travel arrangements, including booking of flights, accommodation, taxis and reimbursement of costs.
• Manage the diaries for the Section Head/Team Leaders
• Maintain appropriate records (financial, meetings etc).
• Reconcile the Section's credit cards
• Ensure Section staff travel reimbursement claims are processed
• Process Section purchases
• Support visitors to the institute, which may include assisting them with travel arrangements and travel reimbursement.
• Manage the onboarding of new team members
• Manage allocation of office space and furniture/hardware to personnel
• Support in the improvement of administrative and reporting processes

You have

You will bring proven experience in a senior administrative or PA role, ideally within a large, international and complex organisation. You will be confident working independently, managing competing priorities and handling sensitive information with a high degree of professionalism.

We are looking for someone who has:

• Proven track record of relevant executive level administrative experience
• Experience prioritising and organising work independently
• Experience working with staff from a number of other countries and an understanding of cultural differences
• Experience planning and coordinating travel bookings for up to 70 people
• Ability to manage highly confidential matters with diplomacy, tact and discretion
• Minute taking experience and experience of AI tools for this
• Flexible approach, self-motivation and resilience

You may also have

• Knowledge of another European language, ideally German
• An interest in scientific and academic work
• Willingness to attend meetings outside normal working hours and travel to other locations as needed

Contract length: 3 years (renewable to a maximum of 9 years)

Salary: Grade 4, monthly salary from £3,202.52 after tax, plus generous benefits. Excluding personal pension and insurance contributions.

Why join us

At EMBL-EBI you can apply your talent and passion to accelerate science and tackle some of humankind's greatest challenges. EMBL-EBI, part of the European Molecular Biology Laboratory, is a worldwide leader in the storage, analysis and dissemination of large biological datasets. We provide the global research community with access to publicly available databases and tools which are crucial for the advancement of healthcare, food security, and biodiversity.

Join a culture of innovation

We are located on the Wellcome Genome Campus, alongside other prominent research and biotech organisations, and surrounded by beautiful Cambridgeshire countryside. This is a highly collaborative and inclusive community where our employees enjoy a relaxed atmosphere. We are committed to ensuring our employees feel valued, supported and empowered to reach their professional potential. Watch this video to see how EMBL-EBI makes an impact.

Enjoy lots of benefits:

• Financial incentives: Monthly family, child and non-resident allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances
• Flexible working arrangements - including hybrid working patterns
• Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover)
• Generous time off: 30 days annual leave per year, in addition public holidays
• Relocation package including installation grant (if required)
• Campus life: Free shuttle bus to and from work, on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely)
• Family benefits: On-site nursery, 10 days of child sick leave, generous parental leave, holiday clubs on campus and monthly family and child allowances
• Benefits for non-UK residents: Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance.

For detailed information please visit our employee benefits page here.

What else you need to know

• International applicants: We recruit internationally and successful candidates are offered visa exemptions. Please take a look at our International Applicants page for further information.
• EMBL is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here.
• Diversity and inclusion: At EMBL, we believe that diverse teams drive innovation and scientific excellence. We encourage applications from candidates of all genders, identities, nationalities and/or any other diverse backgrounds.

Closing Date

01/09/2026