Do you enjoy making people feel welcome, keeping things organised, and helping a busy team run smoothly? Are you someone who takes pride in delivering excellent service, whether that's greeting visitors, supporting senior colleagues, or ensuring the day-to-day details are taken care of? Keep reading!
Scottish Brain Sciences is committed to accelerating the discovery and development of breakthrough treatments and diagnostics for brain health conditions, particularly Alzheimer’s disease and related dementias. Based within Aberdeen’s state-of-the-art ONE BioHub, our team operates at the intersection of life sciences innovation and compassionate, patient-centred clinical research.
We are looking for an energetic, warm, and highly organised individual to join our team at ONE BioHub, Aberdeen as our Administrative and Executive Support Assistant as soon as possible.
This role combines executive support, participant hospitality, and core office administration. You will support the CEO and the Aberdeen Clinical Operations Lead to ensure that day-to-day business operations run seamlessly, act as the welcoming face of our facility for clinical trial participants and their families, and keep our Aberdeen base running efficiently.
What you’ll be doing:
Executive Administrative Support
- Coordinate and maintain the CEO’s diary, proactively balancing priorities, arranging appointments, and managing meeting logistics.
- Book and coordinate travel arrangements (trains, flights, accommodation, itineraries).
- Support consultancy contract administration, tracking documents, filing, and managing correspondence.
- Collate, check, and process the CEO’s monthly business expenses and receipts.
- Provide agile, day-to-day administrative help across executive projects as priorities evolve.
Participant Hospitality & Front-of-House
- Serve as the primary point of contact and friendly face for research participants, study partners and other visitors arriving at our clinic.
- Deliver an attentive, first-class hospitality experience, ensuring every visitor feels welcomed, relaxed, and valued.
- Coordinate the reception area, waiting lounges, and participant refreshments.
- Handle participant queries with empathy, patience, and discretion, swiftly directing any study-related or clinical questions to the research team.
General Site & Office Administration
- Process participant expense reimbursements accurately and promptly in line with clinical guidelines.
- Oversee site supplies: ordering office stationery, kitchen provisions, and general site consumables.
- Coordinate meeting room schedules and ensure presentation/audio-visual equipment is set up for internal and external meetings.
- Assist the broader Aberdeen site team with general day-to-day administrative needs, post handling, and local facility tasks.
What you’ll bring:
Experience: At SBS, we recognise that talented individuals can take many paths throughout their careers. We actively welcome applications also from people returning to work or looking to pivot into an office and life-sciences career. This position would suit applicants with experience in hospitality, customer service, or retail—environments where composure under pressure, and outstanding people skills are second nature. Full training in business systems and executive workflows will be provided as required.
People Skills & Charm: Natural warmth, empathy, and conversational ease. You know how to make people feel comfortable and cared for from the moment they step through the door.
Organisational Ability: Strong attention to detail, tidy work habits, and the ability to manage competing priorities without losing composure.
Professionalism & Discretion: High standards of confidentiality and tact when handling sensitive participant details and executive documentation.
Tech Comfort: Familiarity with or eagerness to learn our core workplace tools (Microsoft 365, Outlook, Word, Excel, and Teams).
Work Ethic: A dependable, positive team player who takes pride in doing jobs thoroughly and is keen to build a long-term career.
Does this sound like you? We would love to hear from you.
Click on apply or write, with your cover letter, to recruitment@brainsciences.scot
Scottish Brain Sciences is an Equal Opportunities Employer.
Please Note:
Early application is advised, as we will be sifting and interviewing candidates as applications are received and reserve the right to close the vacancy early.
This role is not eligible for sponsorship under the UK Skilled Worker visa route as we do not hold a sponsorship licence. Applicants must have the right to work in the UK at the time of application and for the whole term of employment.
Position type – full-time (35 hours) and permanent
Pay: £24,000 - £28,000 per year (depending on experience)
Location: On-site at ONE BioHub, Foresterhill Road, Aberdeen, AB25 2XE
Benefits:
· 37 days’ holiday (includes public)
· Company pension
· Life insurance
· Private medical insurance
· Free, on-site parking
Administrative and Executive Support Assistant in Aberdeen employer: Scottish Brain Sciences
Scottish Brain Sciences is an exceptional employer, offering a dynamic work environment in the heart of Edinburgh, where innovation meets compassion in the field of neurodegenerative research. Employees benefit from a supportive culture that prioritises professional development, with opportunities to collaborate closely with leading experts in the field, while enjoying competitive salaries and comprehensive benefits such as private medical insurance and a company pension. Join us to make a meaningful impact on brain health and advance your career in a forward-thinking life sciences company.
