Executive Assistant to Deputy Director General EMBL and Director EMBL-EBI

3 days ago

Hinxton, United Kingdom Embl-Ebi Full time

Job Summary

EMBL-EBI is seeking a highly skilled and experienced Executive Assistant to provide comprehensive support to the Deputy Director General and Director EMBL-EBI. The successful candidate will be responsible for managing complex schedules, coordinating meetings and events, and providing administrative support to the senior leadership team.

Key Responsibilities

  • Manage the Deputy Director General's schedule, including anticipating and resolving conflicts.
  • Coordinate meetings and events, including senior management team meetings and distinguished lecturer seminars.
  • Provide administrative support to the Deputy Director General, including drafting documents, preparing correspondence, and maintaining organized filing systems.
  • Oversee travel arrangements, including flights, accommodation, and transfers.
  • Process and manage expenses, ensuring timely reimbursement.
  • Supervise and support the Directors' Office team, including performance reviews and annual assessments.
  • Provide coverage for colleagues in the Directors' Office.

Requirements

  • Degree level or equivalent professional experience.
  • Proven track record of relevant executive-level support in a large organization or C-suite management.
  • Excellent spoken and written English.
  • Excellent rapport and communication skills.
  • Persuasive interpersonal skills and the ability to build and maintain constructive relationships with internal and external stakeholders.
  • Experience in dealing with an international staff and an awareness and understanding of cultural differences.
  • Flexibility to respond to changing priorities, often at very short notice.
  • Self-motivation and resilience.
  • Ability to proactively seek solutions to scheduling conflicts.
  • Excellent organizational skills, managing a variety of tasks simultaneously.
  • Experience in managing/supervisory responsibility for colleagues.
  • Tact, diplomacy, and discretion in handling sensitive or highly confidential material appropriately.
  • Ability to work both independently with minimum supervision and as part of a wider support team, to tight or shifting deadlines.
  • Willingness to get involved in other project work as necessary.
  • Ability to travel to other locations if required.

Desirable Qualifications

  • Experience of working in an academic, scientific, and/or international environment.
  • Knowledge of other European languages, such as German, French, Italian, or Spanish.
  • An interest in scientific and academic work.

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