Team Personal Assistant

LifeArc; Greater London; Hybrid; GBP 42,000 - 56,000; Full time

Benefits offered by this job

Pension scheme up to 12%

Private health insurance

31 days annual leave + bank holidays

Job summary

LifeArc is seeking a proactive Personal Assistant to support the Senior Director of Communications and Public Affairs, the Director of Communications, and the Director of Marketing in a fast-paced, hybrid role based in London.

You will manage complex diaries, coordinate meetings and stakeholder engagements, handle travel logistics, and contribute to planning, reporting and process improvements across the team.

Qualifications

• Proven experience providing Personal Assistant or administrative support at a senior level.
• Strong organisational skills, with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Professional and discreet when handling confidential and sensitive information.

Responsibilities

• Executive and diary management: Proactively manage and coordinate complex diaries for multiple senior leaders, balancing competing priorities and planning ahead to ensure effective use of time.
• Meeting and event coordination: Coordinate internal and external meetings, workshops, media engagements, and stakeholder events, ensuring all logistics, materials, and arrangements are in place.
• Stakeholder coordination: Act as a key point of contact for internal colleagues and external partners, fostering effective communication and ensuring timely responses and follow-up actions.
• Team and function support: Support the Communications, Marketing and Public Affairs function by coordinating planning and reporting cycles, meetings, and activity tracking.

Skills

Diary management

Executive support

Organisational skills

Communication

Discretion

Tools

Microsoft Office

Teams

Outlook

Job description

Job Title: Team Personal Assistant Communication, Marketing and Public Affairs

Location: London

Job Type: Permanent with hybrid working (3 days in the office required)

Closing date: 15th September 2026

Agencies: We will only work with recruitment partners on our preferred supplier list and will not engage with speculative CVs submitted.

Are you passionate about making life science life changing and delivering impact for patients? We want to hear from you.

About The Role

We are seeking a proactive and highly organised Personal Assistant (PA) to support our Senior Director of Communications and Public Affairs, Director of Communications, and Director of Marketing.

In this fast-paced role, you will provide high-quality administrative and operational support, managing complex diaries, coordinating meetings and communications, and ensuring priorities are delivered efficiently. You will use sound judgement, discretion, and a forward-thinking approach to anticipate needs and help senior leaders focus on strategic objectives.

You will also support the coordination of communications, marketing, and public affairs activities, helping to organise campaigns, stakeholder engagement initiatives, and team planning processes. Working at the heart of the function, you will contribute to the smooth running of the team by ensuring key activities are well coordinated, visible, and effectively delivered.

About You

Key responsibilities include:

• Executive and diary management: Proactively manage and coordinate complex diaries for multiple senior leaders, balancing competing priorities and planning ahead to ensure effective use of time.
• Meeting and event coordination: Coordinate internal and external meetings, workshops, media engagements, and stakeholder events, ensuring all logistics, materials, and arrangements are in place.
• Stakeholder coordination: Act as a key point of contact for internal colleagues and external partners, fostering effective communication and ensuring timely responses and follow-up actions.
• Team and function support: Support the Communications, Marketing and Public Affairs function by coordinating planning and reporting cycles, meetings, and activity tracking. Collaborate closely with the Business Support Manager, Communications Planner, and Executive Assistant colleagues to strengthen ways of working, improve process consistency, and ensure planning and reporting activities are effective and fit for purpose.
• Information and decision support: Prepare agendas, papers, presentations, and briefing materials as required, ensuring senior leaders are well informed and prepared.
• Operational and financial administration: Raise purchase orders, process invoices, and manage expenses in line with organisational systems, policies, and procedures.
• Travel and logistics: Coordinate domestic and international travel arrangements, ensuring efficient itineraries and compliance with organisational policies.
• Continuous improvement: Contribute to the development of effective PA and EA ways of working, sharing best practice and supporting consistency, efficiency, and collaboration across the function.

Essential Experience Required

• Proven experience providing Personal Assistant or administrative support at a senior level.
• Strong organisational skills, with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Professional and discreet when handling confidential and sensitive information.
• Able to work independently, use sound judgement, and adapt to changing priorities.
• Proficient in Microsoft Office and digital collaboration tools, including Teams and Outlook.

Desirable

• Experience working in communications, marketing, public affairs or a stakeholder-heavy environment
• Experience supporting multiple senior leaders simultaneously.
• Experience coordinating events, campaigns or stakeholder engagement activity

Education

• Relevant experience preferred; no formal qualification essential

Skills & Abilities

• Organisation and prioritisation
• Process coordination and continuous improvement
• Communication and stakeholder management
• Attention to detail
• Judgement and discretion
• Adaptability and responsiveness
• Collaboration and relationship building

About Us

LifeArc is a not-for-profit life science organisation, leading the way for change in rare diseases in the UK and supporting promising initiatives in global health. We seek out research in areas of unmet need that has great potential, providing support to help it become breakthroughs that change lives.

What We Can Offer You

Focused on finding life changing solutions for underserved patients, our people thrive in an inclusive, and supportive environment that prioritises their health and wellbeing. Our multidisciplinary approach guarantees our people growth opportunities, while our culture of innovation and collaboration drives the impact we make delivering on our purpose of putting patients at the centre of everything we do.

LifeArc is committed to making our recruitment practices as inclusive as possible and developing a culture that values differences. As a Disability Confident Employer, we guarantee an interview to candidates with a disability or long-term health condition who meet the essential criteria for the role.

Please note thatin certain situations, such as high volumes of applications, it may not be practical to interview all eligible candidates. In these cases, we may need to select those who best meet the essential criteria. (At LifeArc, the Disability Confident Scheme's 'minimum criteria' is referred to as 'essential criteria').

Salary will be determined by qualifications and experience along with other exceptional benefits. Because we understand everyone has different requirements, our flexible benefits allow you to choose those which are important to you. Our pension scheme offers employer contributions of up to 12%, private health insurance, and annual leave of 31 days PLUS bank holidays.

Don’t meet every single requirement? Studies have shown that women and people from minority ethnic backgrounds, for example, are less likely to apply to jobs unless they meet every single qualification. At LifeArc we are dedicated to building a diverse, inclusive, and authentic workplace, so whatever your background or lived experience, if you’re excited about this role but your experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. Our top priority is finding the best candidate, and you may be just right for this or other roles.

We all have potential. At LifeArc, you’ll discover what you can really do with it.