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Executive Assistant to Chief Scientific Officer
Location: London
Employment Type: Full-time
About the Role
We are seeking an experienced and highly proactive Executive Assistant (EA) to provide comprehensive support to a Chief Scientific Officer (CSO) within a fast-paced life sciences environment.
This is a high-trust role that goes beyond traditional administrative support. You will act as a strategic business partner to the CSO, enabling them to focus on leadership, decision-making and key business priorities. You will be responsible for anticipating needs, managing complex priorities, resolving issues proactively and ensuring the CSO's time is used as effectively as possible.
You will also act as a key point of contact for senior internal and external stakeholders, including VIPs, requiring exceptional professionalism, discretion and emotional intelligence.
Key Responsibilities
- Provide proactive and detailed calendar and diary management, coordinating complex schedules, meetings and competing priorities.
- Manage the CSO's inbox, establishing an effective system for triaging, prioritising and responding to correspondence.
- Act as the primary point of contact for enquiries and requests, using sound judgement to resolve issues and proactively manage conflicts.
- Coordinate end-to-end meeting and event logistics, including scheduling, agendas, documentation, presentations, minutes, actions, room preparation and visitor arrangements.
- Manage domestic and international travel arrangements, including transportation, accommodation, detailed itineraries and expense reconciliation.
- Support projects by tracking deadlines, recording and following up on actions, and coordinating with colleagues to ensure timely delivery.
- Act as a key liaison between the CSO and internal and external stakeholders, facilitating effective communication and collaboration.
- Prepare and coordinate Board packs, reports, presentations and formal correspondence.
- Take accurate and concise meeting minutes, ensuring key decisions and actions are clearly captured and followed through.
- Maintain complete discretion when handling confidential, sensitive and commercially important information.
- Anticipate the CSO's requirements and provide timely updates on upcoming commitments, meetings and events.
- Develop an understanding of the wider organisational environment, identifying emerging issues and bringing relevant matters to the CSO's attention.
- Work collaboratively with other EA and PA colleagues, sharing best practice and supporting consistent and efficient ways of working.
- Challenge existing processes and identify opportunities to improve operational efficiency and reliability.
- Take on additional projects and responsibilities as required, adapting to changing business priorities.
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About You
You will be an experienced Executive Assistant who is comfortable operating at senior executive or Board level, ideally within a scientific R&D, life sciences, pharmaceutical or biotechnology environment.
You will bring:
- Significant experience supporting a CSO, C-suite or Board-level executive, preferably within a science-led organisation.
- Exceptional organisational and time-management skills, with the ability to manage multiple competing priorities.
- Advanced Microsoft Office skills, including PowerPoint, Excel and Word, with experience producing presentations, reports, budgets and formal correspondence.
- Strong technology skills, including experience with SharePoint and Microsoft Teams; familiarity with Board governance platforms such as Diligent would be advantageous.
- Experience preparing Board packs and senior-level reports.
- Excellent written and verbal communication skills, including the ability to draft correspondence on behalf of a senior executive.
- Strong project coordination skills, including tracking actions, deadlines, resources and deliverables.
- Excellent interpersonal skills and emotional intelligence, with the confidence to navigate complex stakeholder relationships.
- Strong judgement and problem-solving abilities, with the confidence to make informed decisions and recommend appropriate solutions.
- The ability to respond quickly and calmly when priorities change or urgent issues arise.
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Personal Attributes
We are looking for someone who is:
- Proactive – anticipates requirements and acts before issues arise.
- Resourceful – able to find practical solutions with minimal direction.
- Resilient – remains calm and effective under pressure.
- Adaptable – comfortable working in an evolving and fast-paced environment.
- Discreet – trusted to handle sensitive information with the highest level of integrity.
- Professional – represents the CSO and organisation with confidence and credibility.
- Collaborative – builds positive relationships and contributes to an effective EA/PA team.
Education & Qualifications
No formal qualification is required, although A-Level education or equivalent is expected. A formal Executive Assistant qualification or relevant professional training, such as a Level 4/5 Executive Assistant qualification, would be desirable.
Why Join?
This is an excellent opportunity for an experienced Executive Assistant to work closely with a senior scientific leader within a purpose-driven life sciences organisation. You will play a pivotal role in enabling scientific leadership, supporting strategic priorities and helping an organisation focused on advancing innovative solutions in areas of significant unmet need.
If you are a highly organised, discreet and commercially aware EA who enjoys operating at a senior level and thrives on anticipating what is needed before being asked, we would be keen to hear from you.
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