Personal Assistant to Director and Team Administrator

Lgcgroup; Greater London; Hybrid; GBP 40,000 - 50,000; Full time

Benefits offered by this job

Annual Leave 25 days

Annual discretionary bonus

Enhanced Pension Scheme

Life Insurance

Healthcare (Benenden)

Training and Development

Season Ticket Loan

Job summary

LGC in London is seeking an experienced Executive Personal Assistant to support the Life Sciences Industry Leadership Team. The role involves managing the Director's diary, inbox, and coordinating high-level engagements with internal and external partners.

Responsibilities include arranging meetings, travel, and event logistics, while ensuring deadlines are met and information is communicated effectively across teams. Hybrid work and office presence are expected.

Qualifications

• Proven experience as an Executive PA or Senior Administrative Assistant supporting board-level or C-suite executives.
• Advanced proficiency in Google Workspace, Microsoft Office, and Excel.
• Strong governance, compliance and confidentiality in regulated environments.
• Excellent organisational and time management with competing priorities.

Responsibilities

• Serving as the sole liaison for the Director of Life Sciences Industry.
• Ensuring diaries are actively managed: scheduling regular and ad-hoc meetings and resolving conflicts.
• Managing and coordinating the Director's inboxes and flagging urgent emails.
• Represent the Director within NIHR and with external collaborators.
• Coordinating and supporting Industry Leadership team meetings, travel, rooms and catering.
• Join weekly leadership meetings and provide information and process support to staff.

Skills

Executive PA

Time management

Communication skills

Education

Postgraduate qualification

Tools

Google Workspace

Microsoft Office

Excel

Job description

The postholder is responsible for providing detailed and anticipatory administrative help to the NIHR Life Sciences Industry Leadership Team. This covers the NIHR Life Sciences Industry Director, the Head of the NIHR Industry Hub, and the Head of Industry Engagement. The role requires working alongside other Personal and Directorate Assistants to adjust workload and cover any absences as needed.

The Life Sciences Industry Office is the national entry point for all NIHR industry engagement and delivery activity. It provides a coordinated platform supporting NIHR's ambition to be a globally competitive partner for life sciences research. This is an exceptionally outstanding opportunity to be at the forefront of world-class research collaboration!

Key Responsibilities

Director Support

• Serving as the sole liaison for the Director of Life Sciences Industry
• Ensuring diaries are actively managed: scheduling regular and ad-hoc meetings, spotting and addressing appointment conflicts to guarantee that the Director's time is used efficiently
• Liaising with PAs or equivalent experience and diary managers of senior individuals across the NIHR, Department of Health and Social Care, other public sector and commercial organisations
• Managing and coordinating the Director's inboxes; responding to emails where appropriate and flagging emails according to urgency and action required as agreed
• Represent the Director within the NIHR and when dealing with external collaborators

Support for the Life Sciences Industry Leadership Team

• Coordinating and supporting the Industry Leadership team meetings and occasional external meetings. This includes preparing agendas, distributing documents promptly, taking notes, recording actions, and following up on them.
• Managing travel requirements, including rail and air travel, hotels, conference registrations and venues and ensuring all have information required (e.g. tickets, travel info and maps)
• Booking meeting rooms and catering for internal meetings
• Ensure that the Director and their direct reports are aware of deadlines for completion of work and are sent timely reminders. Support with any necessary administrative tasks
• Join the weekly leadership team meetings to confirm the post holder is completely involved within the Life Sciences Industry Leadership team
• Act as a source of information and support to staff with regards to processes and systems e.g. HR, Finance, Recruitment
• Communication of information to teams
• Providing support in the absence of colleagues in the Directors Support Office team

Essential Criteria

• Proven experience as an Executive PA or Senior Administrative Assistant supporting Board level or C-suite executives
• Advanced proficiency in Google Workspace, Microsoft Office, and Excel
• Strong understanding of governance, compliance and confidentiality in regulated environments
• Proven organisational and time management proficiency, skilled at managing conflicting priorities in a rapid-paced workplace
• Advanced diary and inbox management across complex schedules
• Strong written and verbal communication skills, with the ability to engage confidently with senior collaborators and external partners
• Experience organising and supporting meetings and events, including agenda preparation and minute taking

Desired Criteria

• Experience operating within the life sciences, healthcare, research, or public sector environment
• A relevant postgraduate qualification

Proficiencies and Behaviours

• Maintains a calm, professional manner under pressure
• Strong interpersonal and diplomatic communication skills
• Proactive and highly organised, with a positive, 'can do' approach
• Ability to find opportunities for continuous improvement and implement effective solutions
• Flexible and adaptable in a dynamic working environment
• Demonstrates strong attention to detail and accuracy

Benefits & Working Arrangements

• Location: Victoria, London (hybrid working model)
• Contract Type: Full time, permanent
• Working Hours: 37.5 hours per week
• Annual Leave: 25 days, in addition to UK public holidays

Employee Benefits Include

• Annual, discretionary bonus
• Enhanced Contributory Pension Scheme
• Life Insurance Cover
• Benenden Healthcare Membership
• Training and Development Opportunities
• Season Ticket Loan

NB: We offer a range of work life balance and family friendly, flexible working arrangements. This is an office based, hybrid role with an expectation for all employees to attend our offices 1 day each week, this may increase, subject to team requirements.

Inclusion and Diversity

LGC strongly believes that every job