Executive Assistant

Welcome to a dynamic, forward-thinking environment within the scientific sector. We pride ourselves not only on pioneering work and operational excellence, but also on fostering a beautiful working environment where our employees thrive. If you are looking for a workplace that combines stunning surroundings, modern facilities, and a supportive, collaborative culture, this is the place for you.

You will be given the autonomy to manage your workload in a fast-paced environment where no two days are the same. Operating primarily from our exceptional office space (approx. 90% in-office), you will enjoy a vibrant team dynamic while retaining hybrid flexibility.

Key Responsibilities

• Calendar & Time Management: Provide effective calendar management and strategic schedule coordination for senior leaders.
• Meeting & Workshop Support: Organize internal and external meetings, prepare agendas, record key actions, and track follow-ups.
• Client & Site Visits: Liaise with external clients to arrange site visits, coordinate tours, and deliver high-standard administrative hospitality.
• International Travel Logistics: Manage complex international travel arrangements and logistics, ensuring compliance with company policies.
• Core Administration: Handle expense reports, purchase orders, statements of work (SOWs), and contract signature workflows.
• Project & Team Collaboration: Assist with presentations, reports, and correspondence; coordinate new starter inductions; and collaborate with Accounts, Logistics, and Reception teams.
• Business Continuity: Work closely with line management and team members to maintain smooth operations and provide cover during absences.

What Can You Bring?

• Proven Experience: Significant and relevant experience within a similar EA or Senior Administrative support role in a fast-paced environment.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and video conferencing tools (e.g., Microsoft Teams). Experience with Salesforce, LinkedIn, and DocuSign is desirable.
• Organizational Excellence: Ability to juggle multiple tasks, prioritize effectively, and manage competing demands with composure and high accuracy.
• Communication & Discretion: Strong written and verbal communication skills combined with complete reliability handling confidential and sensitive information.
• Proactive Mindset: Self-motivated team player with a strong desire to take initiative, solve problems, and help others across the organization.