At a Glance
- Tasks: Support the CEO in managing a dynamic schedule and global operations.
- Company: Join Virtual Science AI, a leader in life science technology.
- Benefits: Flexible work environment, competitive salary, and opportunities for personal growth.
- Other info: Thriving startup culture with a focus on diversity and inclusion.
- Why this job: Be a key player in transforming healthcare with innovative AI solutions.
- Qualifications: Experience supporting high-level executives and exceptional organisational skills.
The predicted salary is between 50000 - 60000 £ per year.
Virtual Science AI is empowering life science teams to improve patient outcomes. We are passionate about our meaningful work with life science companies unlocking medical intelligence to help bring treatments to patients faster. VSAI works with most world-leading pharmaceutical organisations and numerous biotechs to help teams engage with healthcare stakeholders and to gain faster insights from vast data sets and activities to support with bringing the best solutions to patients. We have strong momentum with our next-generation, advisory panel and medical intelligence platform solutions being adopted and scaled across life science organisations - increasing the benefit we bring to the industry. Headquartered in London and with operations in Europe, North America, Latin America and Asia, Virtual Science AI creates cutting-edge software as a service (SaaS) and Artificial Intelligence (AI) solutions for the life science sector.
We are seeking an exceptional Executive Assistant to support the Founder/CEO of the rapidly growing AI company, Virtual Science AI. This is not a traditional EA role. You will operate as a trusted partner across both business and personal life, ensuring everything runs seamlessly behind the scenes. The role requires high ownership, discretion, and speed, supporting a globally active CEO across key global regions.
What You'll Be Responsible For:
- Executive & Business Support
- Own and optimise a complex, multi-time zone calendar
- Coordinate high-level meetings with pharma leaders, clients, and partners
- Support with the preparation of briefing packs ahead of key interactions (investor, client, C-level)
- Support with professional communications (email, LinkedIn, follow-ups)
- Track key company priorities and ensure execution momentum
- Support preparation for major events
- Travel & Global Coordination
- Plan seamless international travel across the world
- Build detailed itineraries (meetings, logistics, contingencies)
- Coordinate visas, documentation, and last-minute changes
- Ensure the CEO is always in the right place, at the right time, fully prepared
- Personal & Lifestyle Management
- Manage personal life logistics end-to-end
- Coordinate living arrangements across locations
- Handle appointments, health, fitness, and personal admin
- Support social planning and personal commitments
- Operations & Problem Solving
- Act as a central operator across all aspects of the CEO's life
- Anticipate needs before they arise
- Solve problems quickly, independently, and globally
- Run ad hoc projects with minimal direction
Who This Is For:
- You are experienced supporting a Founder, CEO, or high-performance individual
- Extremely organised and detail-oriented
- Calm under pressure and thrive in fast-moving environments
- Discreet, trustworthy, and operate with high integrity
- Comfortable working across time zones and international contexts
- Proactive — you don't wait to be told what to do
Key Traits We Value:
- Anticipation over reaction
- Ownership over task execution
- Clarity in chaos
- Speed with precision
- Global mindset
Nice to Have:
- Experience in startups, consulting, or high-growth environments
- Exposure to international relocation or multi-country living
- Interest in productivity, optimisation, and building systems
What Success Looks Like:
- The CEO's time is fully protected and optimised
- Business and personal life run seamlessly without friction
- Priorities are always clear and proactively managed
- Problems are handled before they surface
Virtual Science AI is committed to building a diverse & inclusive workforce. We are committed to equality of opportunity for all staff. Applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief, marriage and/or civil partnerships.
Executive Assistant in Oxford employer: Virtual Science AI
At Virtual Science AI, we pride ourselves on being an exceptional employer that empowers our team to make a meaningful impact in the life sciences sector. Our vibrant work culture fosters innovation and collaboration, while our commitment to employee growth ensures that you will have ample opportunities to develop your skills in a fast-paced, global environment. Located in London, we offer a unique chance to work alongside industry leaders and contribute to groundbreaking AI solutions that enhance patient outcomes worldwide.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant in Oxford
✨Tip Number 1
Network like a pro! Reach out to people in your industry, especially those connected to Virtual Science AI. A friendly chat can open doors that applications alone can't.
✨Tip Number 2
Prepare for the interview by researching the company and its culture. Show us you understand our mission in improving patient outcomes and how you can contribute to that as an Executive Assistant.
✨Tip Number 3
Practice your problem-solving skills. We love proactive individuals who can think on their feet. Be ready to share examples of how you've tackled challenges in fast-paced environments.
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows us you're genuinely interested in being part of our team at Virtual Science AI.
We think you need these skills to ace Executive Assistant in Oxford
Some tips for your application 🫡
Show Your Organisational Skills:As an Executive Assistant, being organised is key! Make sure your application highlights your ability to manage complex schedules and coordinate multiple tasks. Use examples from your past experiences to show us how you keep everything running smoothly.
Tailor Your Communication Style:We love clear and professional communication! When writing your application, match the tone of our job description. Show us that you can communicate effectively with high-level stakeholders, just like you would in the role.
Demonstrate Proactivity:We’re looking for someone who anticipates needs before they arise. In your application, share instances where you took initiative or solved problems independently. This will help us see your proactive mindset in action!
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 don’t miss out on any important updates. Plus, it shows us you’re keen to join our team!
How to prepare for a job interview at Virtual Science AI
✨Know the Company Inside Out
Before your interview, dive deep into Virtual Science AI's mission and values. Understand their role in the life sciences sector and how they leverage AI to improve patient outcomes. This knowledge will not only impress but also help you align your answers with their goals.
✨Master the Art of Calendar Management
Since the role involves optimising a complex calendar, be prepared to discuss your strategies for managing multiple time zones and high-level meetings. Share specific examples from your past experiences where you successfully coordinated schedules under pressure.
✨Showcase Your Problem-Solving Skills
The CEO needs someone who can anticipate needs and solve problems quickly. Prepare to discuss scenarios where you identified potential issues before they arose and how you handled them. Highlight your proactive approach and ability to think on your feet.
✨Demonstrate Discretion and Trustworthiness
As an Executive Assistant, you'll be privy to sensitive information. Be ready to talk about how you've maintained confidentiality in previous roles. Share examples that showcase your integrity and reliability, as these traits are crucial for this position.
