Personal Assistant to CIO and ITO Project Coordinator

Francis Crick Institute Ltd; Greater London; Hybrid; GBP 35,000 - 47,000; Full time

Benefits offered by this job

Generous leave

Defined contribution pension

Health & wellbeing services

Back-up care for dependents

On-site restaurant

Job summary

The Francis Crick Institute is seeking a proactive Personal Assistant to the Chief Information Officer (CIO) and an ITO Project Coordinator on a fixed-term maternity-cover basis. The role is hybrid, with full-time or part-time options (3–5 days/week) considered.

Salary is £40,740 with benefits, subject to skills and experience (part-time pro rata). You will provide high-level administrative support, diary management, and project coordination, reporting to the CIO and coordinating across the

Qualifications

• Significant experience supporting senior leaders in an EA/PA capacity.
• Experience managing complex diaries, inboxes and correspondence.
• Proven ability to review communications, identify gaps, risks or follow-up actions.
• Experience producing reports, presentations, dashboards or management information for leadership audiences.

Responsibilities

• Manage the CIO's calendar and meeting logistics.
• Coordinate ITO project activities and meetings; assist with plans and budgets.
• Prepare reports, presentations and briefing materials for leadership.
• Lead on minutes and action logs; maintain governance records.

Skills

Executive support

Diary management

Project coordination

Governance

Discretion

Job description

Salary for this Role: £40,740 with benefits, subject to skills and experience.

Job Title: Personal Assistant to CIO and ITO Project Coordinator

Reports to: James Clements

Closing Date: 16/Sept/2026 23.59 GMT

Job Description: 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 The Francis Crick Institute is Europe’s largest biomedical research institute under one roof. Our world‑class scientists and staff collaborate on vital research to help prevent, diagnose and treat illnesses such as cancer, heart disease, infectious diseases and neurodegenerative conditions. The Crick is a place for collaboration, innovation and exploration across many disciplines. A space where the brightest minds can pursue big and bold ideas and discover answers to crucial scientific questions. We support them in a dynamic environment which fosters excellence with state‑of‑the‑art infrastructure, cutting‑edge facilities, and a creative and curious culture. We’ve removed traditional boundaries of departments, divisions and disciplines and instead have an open approach that supports every researcher. This gives us the freedom to take risks and carry out high‑quality, pioneering research. Creating a space for discovery without boundaries helps us to turn our science into benefits for human health and the economy.

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

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

• 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.

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 a Disability Confident: Committed employer and want to ensure that everyone can apply and be part of our recruitment processes and so we’ll make reasonable adjustments if you need them - just let us know when you apply.

We actively encourage applications from individuals of all genders, ethnicities, abilities, and experiences.

We are committed to creating a workplace where everyone feels valued, respected, and empowered to succeed, regardless of their background, identity, or personal circumstances.

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.

Please note you must meet the essential criteria listed within the Role Profile, to have your application reviewed. We reserve the right to withdraw this advert at any given time due to the number of applications received. The Francis Crick Institute is a biomedical discovery institute researching the biology underlying human health. At the Crick, scientists and staff collaborate to stretch the very limits of what we know about how life works. Our work is helping to understand why disease develops and to translate discoveries into new ways to prevent, diagnose and treat illnesses such as cancer, heart disease, stroke, infections and neurodegenerative diseases. The Francis Crick Institute is a charity, founded by the Medical Research Council, Cancer Research UK, Wellcome, UCL (University College London), Imperial College London and King’s College London.