Executive Assistant - CMO

Job Title: Executive Assistant - CMO

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.

About the role:

The Executive Assistant (EA) is a new role and will support the newly appointed Chief Medical Officer. This role will also support Chief Financial Officer. And will be responsible for providing them full support, managing important administrative deliverables, giving the Executive team members back valuable time. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The executive assistant has the potential to act as a true business partner to the executive.

• Provide complex calendar management for the Executive team member.
• Prioritise enquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Arrange and handle all logistics for internal and external meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials.
• Coordinate all Executive’s team meetings and assist with team meetings and events as needed.
• Support project coordination, managing deadlines, recording meeting minutes and supporting colleagues to ensure delivery
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the Executive and their team(s), demonstrating leadership to maintain credibility, trust, and support.
• Assist in developing ways of working across all Executive Assistants and Personal Assistants and share best practice.
• Serve as the primary point of contact for internal and external parties on all matters pertaining to the Executive, including those of a confidential or critical nature.
• Prioritise and determine appropriate course of action, referral, or response, exercising judgement to reflect the Executive’s style.
• Complete a broad variety of administrative tasks that facilitate the Executive’s ability to effectively lead their function, including assisting with special projects; producing complex documents, reports, and presentations; collecting and preparing information for meetings with colleagues and outside parties.
• Composing and preparing correspondence where pre-agreed with the Executive; maintaining contact lists.
• Work closely with the Executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive updated.
• Anticipate Executive’s needs in advance of meetings, conferences, etc. ensuring they a fully prepared for their day.
• Have good relationships and work collaboratively with key internal and external parties to influence the scheduling of meetings and events to align with the Executives priorities and/or availability
• Through an in depth understanding of the Executive and their priorities be able to ensure that meetings are scheduled and/or rearranged represent their importance, maximising the Executives time.
• Making travel arrangements; and completing expense and mileage reports.
• Arrange external meetings and offsite events within pre-agreed budgets.
• Other projects/duties as assigned for the overall benefit of the organisation

Education & experience required:

• No formal qualification is required but it is expected that the incumbent will have A-Level education or equivalent
• Significant executive support experience, including supporting C-level executives and Non-profit board experience is preferred.
• Experience in project coordination, managing deadlines, recording meeting minutes.

Skills & abilities:

• Expert proficiency with Microsoft Office and ability to create and/or edit PowerPoint presentations and materials.
• Strong verbal and written communication skills.
• Exceptional organisational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, employees, academics, and industry partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.

Desirable:

• Prior finance experience is desirable

About us:

At LifeArc, our ambition is to make life science life changing. We do this by advancing scientific discoveries beyond the lab, faster, so that they can shape the next generation of diagnostics, treatments, and cures.

Working at the cutting edge of translational science and as the early-stage translation specialists, we progress scientific discoveries on their journey to becoming a medicine, diagnostic or intervention that improve patients’ lives. Our work begins by seeking out innovative science, then helping to develop this to a point where there is a clinical and commercial pathway for others to invest the time and money to take it further forward.

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’.

We are dedicated to creating a diverse, flexible, equitable and happy work environment so our colleagues can thrive as their truest selves. We act with courage, curiosity, care & commitment to deliver quality & excellence for our patients and each other Join us, and you’ll be given the scope to develop your professional skills and experience in a safe, supportive and challenging environment

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.