EA to the CEO Office

Location: Kings X, London – This is primarily an office-based role, with an expectation of 4–5 days per week in the office, depending on the CEO's schedule and business needs.

Employment Type: Permanent

About ARIA

ARIA is a R&D funding agency created to unlock technological breakthroughs that benefit everyone. We fund scientists and engineers to pursue research at the edge of the possible. From climate change to AI, society faces enormous challenges and opportunities that can be uniquely addressed by science and technology. ARIA was created to activate the UK’s world-class R&D in new ways, so we can meet these head on.

Role Summary

We are looking for a proactive and highly organised Executive Assistant to join our EA team. Reporting directly into the Lead EA, you will work closely alongside them to manage the day‑to‑day operational and administrative needs of the CEO and the broader Office of the CEO. This is a collaborative, fast-paced role where you will support the Lead EA in executing high-level logistics, keeping the executive team aligned, and keeping calm under pressure.

Key Responsibilities

• Strategically and meticulously manage a high-volume, complex calendar across multiple time zones, triaging requests and optimising the CEO's time in line with business priorities.
• Work in close daily collaboration with the Lead EA to anticipate operational needs, handle shifting priorities, and ensure a seamless, unified approach to executive support.
• Take full ownership of ARIA Committee operations, including coordination of stakeholders, preparation of board-level materials, and detailed action tracking.
• Act as a professional point of contact for high-level global stakeholders, including government officials, top-tier scientists, and global tech leaders.
• Assist with the organisation and delivery of a wide range of internal and external events for the CEO in partnership with key stakeholders, ensuring seamless execution and that the objectives are met.
• Support cross-functional initiatives by monitoring progress on active projects where the Office of the CEO acts as a sponsor or contributor.
• Arrange complex domestic and international travel itineraries, including flights, hotels, visas, and overseas transport.
• Handle routine financial tasks, including compiling expense claims, approving purchase orders, and managing basic contract administration.
• Provide cross-coverage for the wider EA team during periods of leave and support organisation-wide meetings and internal communications as needed.

Skills, Knowledge And Expertise

Who you are

We are looking for someone who will have solid experience as an Executive Assistant in a fast-paced environment, with a demonstrable ability to support senior leaders and manage complex schedules and correspondence effectively.

Essential Criteria

• Proven experience supporting senior executives in demanding environments.
• You will be highly resilient and adaptable and be comfortable splitting tasks and responsibilities across the team.
• You possess a strong work ethic, a positive and proactive approach, and a genuine commitment to continuous professional development.
• Excellent organisational and time management skills, including the ability to prioritise and manage multiple deadlines effectively, while thoughtfully managing expectations.
• Exceptional attention to detail, particularly in the drafting, formatting, and proofing of high-level correspondence, records, and briefing documents.
• A strong and mindful communicator who can build authentic relationships across diverse teams, foster alignment, and work in lockstep with the Lead EA.
• A true self-starter with a "no task too big or small" attitude and a naturally strong problem‑solving capability.
• A strict commitment to integrity, discretion, and absolute confidentiality in all aspects of supporting executive operations.
• An excitement for science, technology, and making a long-term contribution to ARIA’s mission.

Benefits

• 27 days annual leave provision, with the option to buy/sell additional days.
• Discretionary bonus.
• Supportive environment for learning and development opportunities.
• Enhanced family leave arrangements.
• A free and confidential 24/7 employee assistance programme.
• Life Assurance.
• 2 days of paid volunteer days.
• 5% defined contribution pension scheme with Smart Pension.
• Cycle to Work scheme.
• An excellent office location in Kings X, London.