Personal Assistant to CIO and ITO Project Coordinator

LLOYD'S REGISTER INTERNATIONAL; Crick; Hybrid; GBP 37,000 - 45,000; Full time

Benefits offered by this job

Generous leave

Pension scheme

Health & wellbeing

On-site restaurant

Job summary

Francis Crick Institute is seeking a proactive Personal Assistant to the Chief Information Officer (CIO) and ITO Project Coordinator. This fixed-term maternity cover is hybrid, with 3–5 days per week and either full-time or part-time arrangements.

The role involves diary management, meeting coordination, report preparation and secretarial duties, supporting the CIO and the ITO team across the department. A proactive, organised candidate will excel in this pivotal role.

Qualifications

• Significant experience supporting senior leaders and their teams in an EA/PA capacity.
• Experience managing complex diaries, inboxes and correspondence for senior stakeholders.
• Proven ability to review communications and identify gaps, risks or follow-ups.
• Experience coordinating projects and producing reports/presentations for leadership.

Responsibilities

• Manage CIO's calendar and meetings; coordinate travel and expenses.
• Prepare reports, briefings and briefing materials; maintain action logs and minutes.
• Coordinate ITO projects; update project plans, timelines and budgets.
• Lead on meetings: agendas, distribution of minutes and action tracking.

Skills

Executive support

Diary management

Secretarial skills

Meeting coordination

Job description

Personal Assistant to CIO and ITO Project Coordinator

In the Crick's Information Technology Office.

Part of Crick Operations.

Key information

Job Title: PA to CIO and ITO Project Coordinator (Mat leave)

Details of the role:

Working pattern: This is a fixed-term, maternity cover position on Crick terms and conditions of employment. Full-time or part-time (3-5 days per week) will be considered for the position. Hybrid role.

Salary: £40,740 with benefits, subject to skills and experience (part time pro rata)

Application closing date: 16th of September 2026 at 23.59

About us

About the role

We are looking for a proactive Personal Assistant to the Chief Information Officer (CIO) and ITO Project Coordinator to provide high-level administrative, organisational and project coordination support across the Information Technology Office (ITO).

Reporting directly to the CIO, this pivotal role requires a proactive, highly organised and confident individual who can anticipate needs, manage competing priorities and operate with minimal supervision. Acting as a trusted partner to the CIO, you will oversee inbox and diary management, ensuring key messages, actions and draft communications are not missed while maintaining visibility of emerging priorities and business-critical activities. You will coordinate meetings, events and departmental initiatives, prepare reports, presentations and briefing materials, compile quarterly departmental updates, and lead the production of the ITO monthly newsletter.

The role also plays a central part in coordinating team away days, stakeholder events and project activities, bringing together information from across the portfolio to support effective decision-making and communication. Success in this position will come from your ability to think proactively, build strong relationships, manage confidential information with discretion and act as a highly professional representative of the CIO and the wider ITO team.

What you will be doing

You will as a:

Personal Assistant

• Perform a variety of support tasks for the CIO including but not limited to: managing an active calendar of appointments and meetings; coordinating logistics for meetings, interviews, tours and appointments; arranging and monitoring travel plans, schedules and agendas; timely and accurate processing of expenses; prompt and accurate database entry.

• Keep the CIO well informed of upcoming commitments and responsibilities. Acts as a “barometer” for emerging issues related to priority concerns.

• Provide secretarial services as required, ensuring that written work is completed accurately, to a high standard and to the required timescale.

• Lead on the operation of meetings including proactive agenda preparation, coordination and creation, distribution and updating of action logs and minutes.

Project Coordinator

• Work collaboratively, as well as independently, to coordinate ITO projects

• Arrange and coordinates project team meetings, document actions agreed and ensure relevant project documents are updated.

• Assist with the creation of project plans, project proposals, timelines and budget.

• Help to maintain the project plan; monitor progress against the plan, coordinate project activities and resources.

About you

You will have:

• Significant experience supporting senior leaders and their teams in a Personal Assistant or Executive Assistant capacity. *

• Experience managing complex diaries, inboxes and correspondence on behalf of senior stakeholders, ensuring priorities are identified and actions are progressed appropriately. *

• Proven ability to review communications, reports and documentation, identifying gaps, risks, issues or required follow-up actions.

• Experience coordinating projects and producing reports, presentations, dashboards or management information for leadership audiences, ideally within an information technology environment. *

• Experience taking accurate minutes and maintaining action logs to support effective follow-up and governance. *

• Proven ability to handle sensitive and confidential information with discretion, professionalism and integrity.

• Strong organisational and time management skills, with the ability to prioritise competing demands, manage workload effectively and deliver high-quality outcomes within agreed deadlines.

Minimum criteria*

About Working at the Crick

Our values

Everyone who works at the Crick has a valuable role to play in advancing the Crick’s mission and shaping our culture.

• We are

  bold. We make space for creative, dynamic and imaginative ideas and approaches. We’re not afraid to do things differently.

• We are

  open. We’re highly collaborative and interactive, and make sure our activities are visible to the outside world.

• We are

  collegial. We show respect for one another, work cooperatively and support the wider community.

At the Francis Crick Institute, we believe that diversity and inclusion are essential to driving innovation and scientific discovery. We are committed to creating a workplace where everyone feels valued, respected, and empowered to succeed, regardless of their background, identity, or personal circumstances. We actively encourage applications from individuals of all genders, ethnicities, abilities, and experiences. Weare aDisability Confident: Committedemployer andwant to ensure that everyone can apply and be part of our recruitment processes and sowe'llmake reasonable adjustments if you need them - just let us know when you apply.

What will you receive?

• Generous Leave: 28 days of annual leave, plus three additional days over Christmas and bank holidays.

• Pension Scheme: Defined contribution pension with employer contributions of up to 16%.

• Health & Well-being:

• 24/7 GP consultation services.

• Occupational health services and mental health support programs.

• Eye care vouchers and discounted healthcare plans.

• Work-Life Balance:

• Back-up care for dependents.

• Childcare support allowance.

• Annual leave purchase options.

• Crick Networks offering diverse groups’ support, community and inclusive social events.

• Perks:

• Discounted gym memberships, bike-to-work scheme, and shopping discounts.

• Subsidised on-site restaurant and social spaces for team interaction.