Senior Executive Assistant

ARIA; City Of London; Hybrid; GBP 50,000 - 60,000; Full time

Job summary

A research funding agency in London is seeking a highly skilled Executive Assistant to provide comprehensive support to the Executive Team. The role involves managing complex schedules, correspondence and ensuring effective communication. Ideal candidates will have significant experience in fast-paced settings, excellent organisational skills, and strong attention to detail. The position offers a hybrid work model and various benefits including annual leave and a pension scheme.

Benefits

27 days annual leave

Hybrid working arrangements

Employee assistance programme

Qualifications

• Significant experience as an Executive Assistant in a dynamic environment.
• Ability to manage correspondence and email accounts effectively.
• Strong decision-making and judgment skills.

Responsibilities

• Manage complex schedules for executives.
• Handle internal and external correspondence.
• Coordinate team projects and initiatives.

Skills

Time-management

Organisational skills

Strong communication skills

Proactive attitude

Attention to detail

Stakeholder management

Job description

Description

Application Deadline: 12 October 2025

Department: Executive Office

Employment Type: Permanent - Full Time

Location: London

Compensation: £60,000 / year

Role Summary

ARIA is a new kind of R&D funding agency. We fund scientists and engineers to pursue research at the edge of the possible. From climate change to AI, society faces enormous challenges and opportunities that can be uniquely addressed by science and technology. ARIA was created to activate the UK’s world-class R&D in new ways, so we can meet these head on.

We are growing our team to develop bold new approaches that can scale – from programmes to systems, processes and everything in between. If that sounds fun, come and build ARIA with us.

Learn more about how we work here.

Role details

We are seeking an experienced Executive Assistant to provide high-quality support to two members of our Executive Team. In this role, you will act as an organisational backbone and trusted partner, enabling leadership to be effective in a fast-paced environment.

You will be responsible for expertly managing complex and shifting schedules, preparing agendas and papers, capturing key action points, and ensuring meetings are well-organised and productive. You will also handle correspondence and emails, arrange meetings and events, and ensure smooth communication across teams.

Success in this role requires proactiveness and foresight — anticipating needs before they arise and keeping things moving under pressure. You will build strong, trusted relationships with senior colleagues and external stakeholders alike, acting with confidence, tact, and discretion in every interaction.

Please note, this role requires the flexibility for occasional travel across the UK to support our leadership at key meetings and events.

What you’ll do

The duties of the role will include, but are not limited to:

• Extensive diary and meeting management for the multiple executives - scheduling meetings, developing agendas, taking minutes and tracking actions for both internal and external meetings.
• Inbox management of two inboxes, dealing with all internal and external correspondence and queries.
• Working closely with all teams across ARIA to build, coordinate and deliver projects and initiatives, such as capturing conflicts of interest for senior staff.
• Preparation and authorisation of expense reports.
• Booking transport and accommodation and developing detailed itineraries for travel.
• Implementing and maintaining office administrative processes.
• Ordering office equipment, stationery and other supplies as required.
• Organising internal events and team building activities.
• Working closely with the Executive Assistant team to:
  • Ensure coordination of processes & alignment across the organisation
  • Cover for other EAs when needed (e.g. annual leave)
  • Coordinate org-wide weekly team meetings & internal communications
  • Receiving and directing visitors

Who you are

• You will have significant previous experience of working as an Executive Assistant in a fast-paced, dynamic environment and proven experience of managing correspondence and email accounts effectively.
• You will have excellent time-management and organisational skills with the ability to work on your own initiative to tight deadlines, using judgment to make decisions and prioritise your workload.
• You will need to have strong conviction in your decision making, stakeholder management and show clear judgment independently.
• You will have strong attention to detail, an adaptable attitude and be confident under pressure.
• You will need strong oral and written communication skills, with the ability to communicate effectively with colleagues and with different audiences on behalf of Executives.
• You will be proactive, commercially aware, and highly organised, with the ability to anticipate needs, “connect the dots,” and adapt quickly to shifting priorities.

Benefits

• 27 days annual leave provision, with the option to buy/sell additional days
• Hybrid working arrangements; 60% in office / 40% at home
• Supportive environment for learning and development opportunities
• Enhanced family leave arrangements
• A free and confidential 24/7 employee assistance programme
• Life Assurance
• 2 days of paid volunteer days
• 5% defined contribution pension scheme with Smart Pension
• Cycle to Work scheme
• An excellent office location in Kings X, London