Executive Assistant to the Associate Directors of EMBL-EBI

EBI - European Bioinformatics Institute

Executive Assistant to the Associate Directors of EMBL-EBI

EMBL-EBI - European Bioinformatics Institute

Hinxton, United Kingdom

Organisation data: Directors Office
Job Number: EBI01966
Contract Type: Staff Member
Job Function: Administrative Officer (gr. 4-6)
Contract Duration-Is this renewable to 9 years?: Yes
Contract Duration-Length of Time (years/months): 3 years (renewable upto 9 years)
Advertised Grade-Grading: 4 or 5 (monthly salary starting at £2,606 or £2,809 after tax) + other paid benefits
Closing date: 16 February 2022

About the team/job

The Executive Assistant performs a wide variety of complex and confidential duties. The Executive Assistant uses initiative, tact, judgement, confidentiality as well as strong interpersonal and organisational skills to support the two Associate Directors of EMBL-EBI.

In this challenging yet rewarding role you will build on your considerable experience providing executive support at a senior level within a multifaceted organisation. You will need to be highly motivated, resourceful and forward-thinking with strong organisational and communication skills.

The responsibilities are wide-ranging and include high level diary management, international itinerary planning, meeting/event coordination, project support and extensive partner/stakeholder liaison. You will minute high level meetings and experience in this field is essential.

While supporting the Associate Directors you will work closely with Directors Office colleagues to provide a high quality administrative service to the wider Directorate.

Based within the Directors Office you will be joining a team of 3 Administrators, PAs and Executive Assistants. This is a close-knit team who provide support to each other during periods of absence. As such, in your role as EA to the Associate Directors you will also have the opportunity to work closely with other members of the Directors office from time to time.

Your role

In your role you will:

  • Manage both the Associate Director's calendars, ensuring scheduling is efficient and effective;
  • Manage incoming correspondence, emails and telephone calls and progress appropriately;
  • Identify, log and monitor all actions for the Associate Directors, and ensure that follow-up actions are progressed;
  • Establish and maintain constructive working relationships and conversations with a wide range of internal and external stakeholders, including in potentially challenging situations;
  • Prepare complex travel itineraries and expense claims;
  • Organise meetings with internal and external stakeholders, request and prepare documentation, ensuring any briefing materials for the Associate Directors are received in a timely manner;
  • Ensure effective communication with internal and external stakeholders;
  • Supporting with cover in the larger administration section within EMBL-EBI.

You have

  • A proven track record of relevant executive-level administrative experience in a large organisation;
  • Exceptional communication skills to keep the manage relationships with internal and external stakeholders;
  • A-level or equivalent educational qualification;
  • Experience working with an international team and an awareness and understanding of cultural differences;
  • The ability to manage conflicting priorities;
  • Excellent organisation skills and strong attention to detail;
  • Ability to work independently, to tight or shifting deadlines, and use initiative;
  • Good knowledge of Windows, MS Office, email and web applications;
  • Good working knowledge of Google Suite (Google Docs, Google Sheets, Google Calendar, etc.).

You might also have

  • Knowledge of other European languages, such as German, French, Italian or Spanish;
  • An interest in scientific and academic work.

Why join us

Do something meaningful:

At EMBL-EBI you can apply your talent and passion to accelerate science and tackle some of humankind's greatest challenges. EMBL-EBI, part of the European Molecular Biology Laboratory, is a worldwide leader in the storage, analysis and dissemination of large biological datasets. We provide the global research community with access to publicly available databases and tools which are crucial for the advancement of healthcare, food security, and biodiversity.

Join a culture of innovation:

We are located on the Wellcome Genome Campus, alongside other prominent research and biotech organisations, and surrounded by beautiful Cambridgeshire countryside. This is a highly collaborative and inclusive community where our employees enjoy a relaxed atmosphere. We are committed to ensuring our employees feel valued, supported and empowered to reach their professional potential.

Enjoy lots of benefits:

  • Financial incentives: Monthly family, child and non-resident allowances, annual salary review, pension scheme including 17% employer contribution, death benefit, long-term care, accident-at-work and unemployment insurances;
  • Flexible working arrangements;
  • Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover);
  • Generous time off: 30 days annual leave per year, in addition to eight bank holidays;
  • Relocation package including installation grant (if required);
  • Campus life: Free shuttle bus to and from work, on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely);
  • Family benefits: On-site nursery, 10 days of child sick leave, generous parental leave, holiday clubs on campus and monthly family and child allowances;
  • Benefits for non-UK residents: Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance.

For more details please see our employee benefits page.

What else you need to know

  • Contract duration: This position is a 3 year contract, renewable to a maximum of 9 years;
  • International applicants: We recruit internationally and successful candidates are offered visa exemptions. Read more on our page for international applicants;
  • Diversity and inclusion: At EMBL-EBI, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We encourage applications from women, LGBTQ+ and individuals from all nationalities;
  • Job location: This role is based in Hinxton, near Cambridge, UK. You will be required to relocate if you are based overseas and you will receive a generous relocation package to support you;
  • How to apply: To apply please submit a cover letter and a CV through our online system.

Apply Now

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EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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