PA to Section Head

1000 European Molecular Biology Laboratory; Hinxton; Hybrid; GBP 33,000 - 39,000; Full time

Benefits offered by this job

Flexible working patterns

Private medical insurance

30 days annual leave

Job summary

EMBL-EBI in Hinxton, UK seeks an experienced Personal Assistant to provide high-level administrative support to the Section Head, four Team Leaders and their teams. You will manage meetings, travel, events and day-to-day operations, while line-managing administrative staff and improving processes.

A proactive, trusted professional is needed to handle confidential information with diplomacy. You will support travel and meetings, coordinate with colleagues across EMBL and international scientific

Qualifications

• Proven experience in a senior administrative or PA role.
• Experience prioritising and organising work independently.
• Experience coordinating travel for multiple people and events.

Responsibilities

• Diary management and planning; email support; minute taking.
• Manage the Section’s administrative staff (1 person).
• Organise meetings, conferences and events on site and offsite; travel arrangements and reimbursements.
• Maintain records and reconcile expenses; support onboarding and office allocations.

Skills

Executive support

Calendar management

Travel coordination

Minute taking

Stakeholder coordination

AI note taking tools

Tools

AI tools for minute taking

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

• 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
• 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

Do something meaningful 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.

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

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.