Executive Assistant, Chief Scientific Officer

Job Title:
Executive Assistant to the Chief Scientific Officer

Location:
London (with travel to Stevenage)

Job Type: Permanent

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:

The Executive Assistant (EA) will report directly to the Chief Scientific Officer (CSO), and will provide comprehensive professional support for a wide range of tasks and responsibilities, acting as a strategic business partner with the primary focus of enabling the CSO to focus on leadership, decision-making and business priorities. The role will deliver effective and efficient administrative and logistical duties requiring extensive multi-tasking and prioritisation of business requirements.

The role is required to anticipate issues and take initiative to proactively deal with these. They will be the key contact for internal and external stakeholders and VIPs wishing to liaise with the CSO.

The highest level of integrity and discretion with a strong commitment to Life Arc and its values is expected.

About you and your responsibilities. You will:

• Provide proactive and detail-orientated calendar and diary management, coordinating complex schedules and meetings to ensure optimal time management and efficiency
• Proactively manage the CSOs email inbox to include implementation of a structured system for efficient triaging, prioritisation, and drafting of more substantive responses to ensure timely communication and workflow continuity
• Act as the primary point of contact, prioritise and manage enquiries and requests with accuracy and professionalism whilst proactively troubleshooting conflicts; apply sound judgement and provide actionable recommendations to support seamless daily operations and stakeholder engagement
• Coordinate and oversee timely end-to-end logistics for internal and external meetings and events, including scheduling, agenda and document preparation, distribution of presentation materials, taking meeting minutes, follow up on action items, room set-up and refreshments and the greeting of visitors
• Coordinate and manage travel arrangements to include booking transportation and accommodation, preparing detailed itineraries, and managing post-travel expense reconciliation
• Support project coordination by managing deadlines, accurately taking meeting minutes, tracking and following up on actions, and assisting colleagues to ensure timely delivery of tasks and projects
• Function as key liaison between the CSO and their internal and external stakeholders and team, building and maintaining strong relationships, representing the CSOs interests, and facilitating effective communication and collaboration
• Manage sensitive information and confidential matters with the highest level of discretion, ensuring trust, integrity, and professionalism in all interactions
• Provide the CSO with timely updates on upcoming commitments; anticipate their needs in advance of meetings and events ensuring
• Function as a barometer for the broader environment by sensing emerging issues and dynamics and alerting the CSO to these when appropriate
• Proactively collaborate with other EA and PA colleagues to develop and enhance ways of working, providing cover and assistance when required and actively sharing best practices to drive consistency and efficiency across the team
• Undertake additional projects and duties as assigned, demonstrating flexibility and a proactive approach to evolving business needs
• Challenge existing procedures to drive improvements in operational efficiency and reliability

Essential experience required:

• Significant executive level support experience, specifically having supported a CSO or board level executive in a science organisation, preferably a Pharmaceutical organisation or a fast paced Biotech.
• Advanced Microsoft Office suite expertise for presentation and visuals preparation and manipulation, budget tracking, expense processing, business letters and formal communications
• Proficient with technology including tools such as SharePoint, Teams, and Board Governance software, preferably Diligent
• Strong verbal and written communication skills for interaction with stakeholders and drafting of correspondence
• Proficient in preparing Board packs and reports
• Exceptional organisational and time management skills to support efficient productivity
• Impeccable attention to detail to ensure accuracy and efficiency to minimise the need for rework, and aid the production of high-quality work
• Strong interpersonal skills and emotional intelligence to support navigating professional relationships effectively, and enabling positive collaboration and conflict resolution for improved teamwork
• Solid problem-solving skills to navigate challenges and support making informed decisions using good judgement
• Effective clear and concise minute taking skills to ensure the…