Executive Assistant

Location: London

Job Type: Permanent

Please note that the closing date for this role is the 6th February, and we will progress to interviews shortly afterwards.

Are you passionate about making life science life changing and delivering impact for patients? We want to hear from you.

About the role:

The Executive Assistant (EA) will report directly to the General Counsel and will provide comprehensive professional support for a wide range of tasks and responsibilities, acting as a strategic business partner with the primary focus of enabling the GC to focus on leadership, decision-making and business priorities. The role will deliver effective and efficient administrative and logistical duties requiring extensive multi-tasking and prioritisation of business requirements. The role is required to anticipate issues and take initiative to proactively deal with these. They will be the key contact for internal and external stakeholders and VIPs wishing to liaise with the GC. The highest level of integrity and discretion with a strong commitment to LifeArc and its values is expected.

About you and your responsibilities. You will:

• Provide proactive and detail-orientated calendar and diary management, coordinating complex schedules and meetings to ensure optimal time management and efficiency.
• Proactively manage the GCs email inbox to include implementation of a structured system for efficient triaging, prioritisation, and drafting of more substantive responses to ensure timely communication and workflow continuity.
• Act as the primary point of contact, prioritise and manage enquiries and requests with accuracy and professionalism whilst proactively troubleshooting conflicts; apply sound judgement and provide actionable recommendations to support seamless daily operations and stakeholder engagement.
• Coordinate and oversee timely end-to-end logistics for internal and external meetings and events, including scheduling, agenda and document preparation, distribution of presentation materials, taking meeting minutes, follow up on action items, room set-up and refreshments and the greeting of visitors.
• Coordinate and manage travel arrangements to include booking transportation and accommodation, preparing detailed itineraries, and managing post-travel expense reconciliation.
• Support project coordination by managing deadlines, accurately taking meeting minutes, tracking and following up on actions, and assisting colleagues to ensure timely delivery of tasks and projects.
• Function as key liaison between the GC and their internal and external stakeholders and team, building and maintaining strong relationships, representing the GCs interests, and facilitating effective communication and collaboration.
• Manage sensitive information and confidential matters with the highest level of discretion, ensuring trust, integrity, and professionalism in all interactions.
• Provide the GC with timely updates on upcoming commitments; anticipate their needs in advance of meetings and events ensuring.
• Function as a barometer for the broader environment by sensing emerging issues and dynamics and alerting the GC to these when appropriate.
• Proactively collaborate with other EA and PA colleagues to develop and enhance ways of working, providing cover and assistance when required and actively sharing best practices to drive consistency and efficiency across the team.
• Undertake additional projects and duties as assigned, demonstrating flexibility and a proactive approach to evolving business needs.
• Challenge existing procedures to drive improvements in operational efficiency and reliability.

Essential experience required:

• Significant executive level support experience, specifically having supported a General Counsel in an in-house legal setting.
• Advanced Microsoft Office suite expertise for presentation and visuals preparation and manipulation, budget tracking, expense processing, business letters and formal communications.
• Proficient with technology including tools such as SharePoint, Teams, and Board Governance software, preferably Diligent.
• Strong verbal and written communication skills for interaction with stakeholders and drafting of correspondence.
• Proficient in preparing Board packs and reports.
• Exceptional organisational and time management skills to support efficient productivity.
• Impeccable attention to detail to ensure accuracy and efficiency to minimise the need for rework, and aid the production of high-quality work.
• Strong interpersonal skills and emotional intelligence to support navigating professional relationships effectively, and enabling positive collaboration and conflict resolution for improved teamwork.
• Solid problem-solving skills to navigate challenges and support making informed decisions using good judgement.
• Effective clear and concise minute taking skills to ensure the accurate recording of essential information, actions, decisions, and key points.
• Proficient project coordination skills with the ability to manage tasks, people, and resource to track that projects run smoothly, meets objectives, and within deadlines.
• Strong decision-making ability – able to identify the most suitable solution having considered all relevant perspectives.
• Ability to respond swiftly, appropriately and efficiently to situations and events that demand immediate attention or quick turnaround.

Education:

• No formal qualification is required although A-Level education or equivalent is expected.
• Formal EA training or relevant professional qualifications (e.g. Level 4/5 Executive Assistant Certificate IEAA – Institute of Executive Assistants and Administrators) is desirable.

Skills & abilities:

• Resilient and able to adapt to change and find ways through evolving situations, maintaining calm when under pressure.
• Resourceful and able to work on own initiative with minimal direction, be adaptable and creative to effectively overcome challenges and achieve the right outcomes.
• Proactive and achieves effective outcomes by planning ahead, anticipating needs, identifying opportunities, and actively working towards solutions and taking the initiative before potential challenges arise.
• Discreet and operates with a high level of integrity across the duties of the role from confidentiality of information, and being mindful of how words and actions might affect others, to not participating in hearsay.
• Positive and professional with exemplary standards at all times, particularly when interacting with a diverse array of stakeholders.

About us:

LifeArc is a not-for-profit life science organisation, leading the way for change in rare diseases in the UK and supporting promising initiatives in global health. We seek out research in areas of unmet need that has great potential, providing support to help it become breakthroughs that change lives.

What we can offer you:

Focused on finding life changing solutions for underserved patients, our people thrive in an inclusive, and supportive environment that prioritises their health and wellbeing. Our multidisciplinary approach guarantees our people growth opportunities, while our culture of innovation and collaboration drives the impact we make delivering on our purpose of ‘putting patients at the centre of everything we do’. LifeArc is committed to making our recruitment practices as inclusive as possible and developing a culture that values differences. As a Disability Confident Employer, we guarantee an interview to candidates with a disability or long-term health condition who meet the essential criteria for the role. Please note that in certain situations, such as high volumes of applications, it may not be practical to interview all eligible candidates. In these cases, we may need to select those who best meet the essential criteria. (At LifeArc, the Disability Confident Scheme’s ‘minimum criteria’ is referred to as ‘essential criteria’).

Salary will be determined by qualifications and experience along with other exceptional benefits. Because we understand everyone has different requirements, our flexible benefits allow you to choose those which are important to you. Our pension scheme offers employer contributions of up to 12%, private health insurance, and annual leave of 31 days PLUS bank holidays.

Don’t meet every single requirement? Studies have shown that women and people from minority ethnic backgrounds, for example, are less likely to apply to jobs unless they meet every single qualification. At LifeArc we are dedicated to building a diverse, inclusive, and authentic workplace, so whatever your background or lived experience, if you’re excited about this role but your experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. Our top priority is finding the best candidate, and you may be just right for this or other roles. We all have potential. At LifeArc, you’ll discover what you can really do with it.