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

3 weeks ago


Hinxton, United Kingdom Embl-Ebi Full time

Job Summary

EMBL and EMBL-EBI are seeking a highly skilled and proactive individual to provide comprehensive support to the Deputy Director General and Director of EMBL-EBI. The successful candidate will be responsible for managing the Deputy Director General's schedule, handling correspondence, and coordinating meetings and events.

Key Responsibilities

  • Manage the Deputy Director General's schedule, including anticipating and resolving conflicts.
  • Handle incoming and outgoing communications, using judgment to act independently, delegate, or escalate as necessary.
  • Track and ensure follow-up on all actions for the Deputy Director General.
  • Draft and prepare high-quality documents and correspondence.
  • Maintain organized filing systems and ensure confidentiality of all records.
  • Coordinate meetings and events, including EMBL-EBI Senior Management Team meetings and Distinguished Lecturer Seminar series.
  • Assist in planning and organizing EMBL-EBI meetings, events, and reviews.
  • Support EMBL-EBI and EMBL event and meeting participation, including high-profile VIP visits.
  • Coordinate closely with various EMBL offices to ensure seamless operations.
  • Take and follow up on minutes for meetings involving the Deputy Director General.
  • Plan and coordinate complex travel arrangements, including flights, accommodation, transfers, and detailed itineraries.
  • Process and manage expenses, ensuring timely reimbursement.
  • Supervisory responsibility for Directors' Office PA and Team Admin, including performance reviews and annual assessments.
  • Provide coverage for colleagues in the Directors' Office.

Requirements

  • Degree level or equivalent professional experience.
  • A proven track record of relevant executive/director-level support in a large organization or C-suite management.
  • Good knowledge of Windows, MS Office, email, and web applications.
  • 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.

Contract Details

  • Contract duration: 3 years (renewable up to 9 years).
  • Grading: Grade 6 (Monthly salary starting at £3,456 after tax) + Other paid benefits and allowances based on circumstances.
  • Reference number: EBI02275.


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