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Executive Office Coordinator

2 months ago

Oxford, Oxfordshire, United Kingdom Hlx Life Sciences Full time
Job Overview

We are collaborating with an innovative Life Sciences company, Hlx Life Sciences, in search of their inaugural Executive Assistant & Office Manager. This pivotal role will support the executive leadership team, including the CEO, CFO, and Heads of Department, while ensuring the seamless operation of the office environment.

As part of a dynamic and engaging team, you will be welcomed from day one, contributing to a culture of collaboration and support.

This position is primarily office-based, requiring attendance four days a week, with the flexibility of working from home on Fridays. This role offers a unique opportunity for personal and professional growth, allowing you to shape your responsibilities.

Compensation and Benefits:

  • Competitive starting salary
  • Performance-based bonus
  • 25 days of annual leave plus public holidays
  • Opportunities for career advancement and skill development

Key Responsibilities:

  • Calendar Management: Efficiently organize and oversee schedules for the senior leadership team, including managing calls and coordinating meetings.
  • Daily Operations Support: Facilitate daily activities, coordinate virtual meetings, and manage audiovisual setups.
  • Meeting Logistics: Arrange meeting spaces, prepare for guest arrivals, and coordinate catering for internal gatherings.
  • Board Administration: Maintain the Board's calendar, prepare and distribute relevant documents, and manage room reservations.
  • Travel Management: Organize and coordinate both local and international travel, including complex itineraries in line with travel policies.
  • Document Management: Handle correspondence, file essential documents, and prepare monthly expense reports.
  • Office Operations: Oversee daily office functions, address building-related issues, and liaise with IT and external service providers.
  • Vendor Management: Implement and oversee contracts for office services and supplies, ensuring budget compliance.
  • Human Resources & Facilities: Assist with onboarding and offboarding processes, manage office space design, and ensure compliance with health and safety regulations.
  • Central Point of Contact: Act as the primary resource for business needs, embodying the company's culture and values.

Qualifications:

  • Proven experience in a Biotech or Pharmaceutical setting, or within a small business/start-up environment, with a track record of implementing effective processes for growth.
  • A minimum of 5 years of experience as an Office Manager or Executive Assistant, demonstrating the ability to balance daily office management with support for the executive team.

We encourage qualified candidates to explore this opportunity further.