Executive Assistant

2 weeks ago

Stockport, United Kingdom UK Biobank Full time

**Description**:
“Today, the UK Biobank ranks as the world’s most important health database and is arguably the UK’s most significant scientific asset.” (_The Guardian_, Nov 2023)

For 15 years (and counting), half a million 40-69 year old volunteers have had their health tracked by UK Biobank. Researchers from around the world can then study the information, which includes genetic sequence data, heart, brain and bone scans, hospital and GP records, blood samples, questionnaires, and activity data.

UK Biobank is a vital scientific not-for-profit organisation, with over 30,000 registered researchers from academia and industry who have published more than 10,000 peer-reviewed papers. This is only the beginning for UK Biobank and we expect these numbers to grow considerably.

**Overview of the role**:
Working hours are 35 hours per week, Monday to Friday, hybrid working, c3 days in the office (Cheadle, Stockport)

**Key Responsibilities**

***
- Managing diaries (scheduling, maintaining and updating calendars) for multiple Executives, exercising discretion in committing time and evaluating needs.
- Coordinating schedules, meetings and appointments both internally and with external stakeholders and institutions, helping the Executives to have efficient diaries and protected working time; including scheduling meetings across different time zones, sourcing and booking suitable venues.
- Organising national and international events and meetings. Arranging dinners, social events, public appearances, workshops and regular management groups. Sourcing suitable venues, travel and accommodation for members and invited speakers, and monitoring and reporting associated costs.
- Managing complex domestic and international travel and accommodation for the Executives and event attendees (preparing itineraries and planning logistics) ensuring travel documentation and visa requirements are correct and up-to-date.
- Act as a primary point of contact and provide cover in the absence of the Senior Executive Assistant.
- Provide direct EA support to at least one Executive as nominated, to include mailbox management.
- Preparing and distributing meeting agendas and materials including confidential meeting papers, including meetings of UK Biobank’s Board of Trustees.
- Preparing documents, reports, tables and charts; distributing as appropriate.
- Preparing, drafting, proofreading and execute accurate business correspondence e.g. memos, letters and other documents.
- Attending meetings and taking notes; preparing the initial draft of minutes and summaries; maintaining action logs and reporting progress.
- Managing special projects or additional and/or alternative duties as needed/assigned, including supporting other departments or Executives/external stakeholders.
- Maintaining confidential and sensitive information. Preparing, reconciling and submitting Executives’ expenses reports; Maintaining and monitoring of business expenses/budgets.
- Developing and maintaining databases system(s) and looking for ways to improve current systems.

**About you**:
**Essential**
- Proven experience as an Executive Assistant working at C-Suite / Board level
- Exceptional organisational and diary management skills.
- High levels of flexibility and adaptability.
- Excellent time management skills
- High standard of communication, both written and verbal, excellent telephone manner.
- The ability to multitask and prioritise an ever-changing workload, managing Executives’ expectations along with their own.
- The ability to work under pressure and reach deadlines, with polite and professional attitude to work.
- The ability to have an analytical approach to tasks/challenges, using independent judgement and initiative.
- Attention to detail.
- Trustworthiness, discretion and confidentiality.
- Problem-solving and decision-making skills.
- The ability to be proactive and work autonomously.
- The ability to communicate effectively with senior management and Executives.
- The ability to build relationships at all levels across the business and with external contacts. Strong networking and interpersonal skills.
- The ability to adapt working style to the various Executives and the different circumstances.
- Proficient working with IT systems, experience using the full Microsoft Office suite and MS Teams, or equivalent collaborative and video-conferencing tools.
- Experience as a virtual assistant due to colleagues’ multi-locations.

**Desirable**
- Previous work experience in a scientific/academic research environment or some knowledge of the research process in academic and/or commercial organisations.
- Experience of working in an organisation holding ISO9001:2015 and/or ISO27001:2013

Our passion for diversity and equity means creating a work environment for all employees that is welcoming, respectful, engaging, and enriched with opportunities for personal and professional development.

**What's on offer**:
We have a range of benefits he

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