Executive Assistant, Ventures

Job Title:

Executive Assistant, Life Arc Ventures

Location:

London 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.

Life Arc 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.

Life Arc Ventures is the venture capital arm of Life Arc and invests globally in innovative, early-stage life sciences companies.

The Executive Assistant (EA) will report directly to the Head of Ventures and will provide comprehensive professional support for a wide range of tasks and responsibilities, acting as a business partner with the primary focus of optimising the Head of Ventures time, enabling them to focus on key business priorities. The role will deliver effective and efficient administrative and logistical duties requiring extensive multi-tasking and prioritisation of workload to optimise productivity.

The role is required to anticipate issues and take initiative to proactively deal with these when appropriate. They will be the key contact for internal and external stakeholders and VIPs wishing to liaise with the Head of Ventures and will provide administrative support to the Ventures senior leadership team. The EA will also work as a team with the existing venture team’s PA support.

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

• Provide proactive and detail-orientated calendar and diary management, coordinating complex schedules and meetings to ensure optimal time management and efficiency
• As 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, 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 Head of Ventured and their internal and external stakeholders and team, building and maintaining strong relationships, representing their 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 Head of Ventures with timely updates on upcoming commitments; anticipate their needs in advance of meetings and events ensuring thorough preparation and readiness, with particular attention to tracking and supporting any activities and actions arising from Exec meetings
• Function as a barometer for the broader environment by sensing emerging issues and dynamics and alerting the Head of Ventures to these when appropriate
• Proactive collaboration 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
• Mentor a…