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For Companies At a Glance
- Tasks: Support the CEO and leadership team while managing office operations in a dynamic environment.
- Company: Join Ivy Farm Technologies, a cutting-edge biotech company with a vibrant culture.
- Benefits: Enjoy 25 days annual leave, a pension contribution, and a 5% annual bonus.
- Why this job: Be a key player in scaling innovative companies and work closely with senior leaders.
- Qualifications: 3-7 years experience as an Executive Assistant or similar role in fast-paced settings.
- Other info: Experience a fabulous office environment and opportunities for career growth.
The predicted salary is between 40000 - 50000 ÂŁ per year.
We are seeking a highly organised, proactive, and discreet Executive Assistant to support the CEO, Senior Leadership Team (SLT), and oversee office operations across two fast-paced, high-growth environments: Ivy Farm Technologies and a stealth-mode biotech venture. This is a unique, high-impact role at the intersection of executive support, operations, and culture-building. You will act as a trusted partner to leadership, ensuring smooth day-to-day execution while helping scale internal processes as both organisations grow. This is a full-time, on-site role based at ARC Oxford Business Park, requiring a strong in-person presence to support leadership and maintain a high-functioning office environment.
Key Responsibilities
- Executive Support (CEO & SLT)
- Manage complex calendars, scheduling, and prioritisation across multiple stakeholders and time zones
- Coordinate in-person and virtual meetings, including board meetings, investor calls, and strategic sessions
- Prepare briefing materials, agendas, and follow-ups to ensure effective decision-making
- Handle confidential communications and sensitive information with discretion
- Act as a gatekeeper and facilitator for the CEO’s time and priorities
- Operational & Strategic Support
- Track key action items and ensure follow-through across the SLT
- Support execution of strategic initiatives and cross-functional projects
- Assist with investor relations logistics (meetings, materials, coordination)
- Help implement and improve internal processes, tools, and workflows
- Provide ad hoc research, analysis, and project support as needed
- Office Management
- Oversee day-to-day office operations at ARC Oxford Business Park, ensuring a smooth, professional, and welcoming environment
- Manage office vendors, supplies, and facilities
- Coordinate team events, offsites, and company-wide meetings
- Support onboarding logistics for new hires
- Help foster a positive, high-performance company culture
- People & Culture Support
- Partner with leadership to organise team engagement initiatives
- Support internal communications and company updates
- Contribute to building scalable systems as the company grows
Candidate Profile
- Must-Have
- 3–7+ years experience as an Executive Assistant, Operations Associate, or similar role in a fast-paced environment (startup experience preferred)
- Exceptional organisational skills and attention to detail
- Strong ability to prioritise, multitask, and stay calm under pressure
- High level of discretion and professionalism
- Excellent written and verbal communication skills
- Proactive mindset with a “see it, solve it” attitude
- Nice-to-Have
- Experience supporting C-level executives or leadership teams
- Exposure to biotech, deep tech, or venture-backed startups
- Experience managing office operations or workplace environments
- Familiarity with tools such as Google Workspace, Notion, and project management platforms
What Success Looks Like
- The CEO and SLT are highly leveraged, focused, and operating efficiently
- Meetings are purposeful, well-prepared, and result-driven
- Office operations run seamlessly with minimal oversight
- Internal processes become more structured and scalable over time
- You become a trusted partner and central node of communication within the company
Why Join Us
- Opportunity to work closely with senior leadership in two cutting-edge biotech environments
- High visibility and impact role with room to grow into broader operations or leadership responsibilities
- Be part of building and scaling innovative companies from the ground
Total Package
- 25 days annual leave + bank holidays
- Company pension contribution 5%
- Annual bonus (applicable from day one of employment)
- Equity (where applicable)
- Company events throughout the year
- Fabulous super cool office environment
- Free on-site parking
Executive Assistant to Chief Executive Officer employer: Ivy Farm Technologies
Contact Detail:
Ivy Farm Technologies Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant to Chief Executive Officer
✨Tip Number 1
Network like a pro! Reach out to connections in the biotech and startup scene. Attend industry events or webinars, and don’t be shy about introducing yourself. You never know who might have the inside scoop on job openings!
✨Tip Number 2
Prepare for interviews by researching the company and its leadership team. Understand their mission and values, and think about how your skills can contribute to their goals. This will help you stand out as a candidate who’s genuinely interested.
✨Tip Number 3
Practice your communication skills! As an Executive Assistant, you’ll need to convey information clearly and professionally. Try mock interviews with friends or use online platforms to refine your pitch and responses.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you’re serious about joining our team and ready to dive into the exciting world of biotech with us.
We think you need these skills to ace Executive Assistant to Chief Executive Officer
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the role of Executive Assistant. Highlight your experience in managing complex calendars and supporting senior leadership, as these are key aspects of the job. We want to see how your skills align with what we're looking for!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for this role. Share specific examples of how you've successfully supported executives in the past and how you can bring that same energy to our team.
Showcase Your Organisational Skills: Since this role requires exceptional organisational skills, make sure to highlight any relevant experiences where you've demonstrated your ability to prioritise tasks and manage multiple projects. We love seeing how you keep things running smoothly!
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows us you’re keen on joining our awesome team!
How to prepare for a job interview at Ivy Farm Technologies
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of an Executive Assistant to the CEO and SLT. Familiarise yourself with the key tasks mentioned in the job description, like managing complex calendars and coordinating meetings. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Showcase Your Organisational Skills
During the interview, be ready to share specific examples of how you've successfully managed multiple priorities in a fast-paced environment. Use the STAR method (Situation, Task, Action, Result) to structure your answers. Highlight any tools or systems you've used to stay organised, especially if they relate to Google Workspace or project management platforms.
✨Demonstrate Discretion and Professionalism
As an Executive Assistant, handling confidential information is crucial. Be prepared to discuss situations where you've had to maintain discretion and professionalism. This could involve sharing how you managed sensitive communications or navigated challenging situations while supporting leadership.
✨Engage with Company Culture
Research Ivy Farm Technologies and the stealth-mode biotech venture to understand their culture and values. During the interview, express your enthusiasm for contributing to team engagement initiatives and fostering a positive work environment. This shows that you're not just looking for a job, but are genuinely interested in being part of their mission.