Executive Assistant to Director

EBI - European Bioinformatics Institute

Executive Assistant to Director

EMBL-EBI - European Bioinformatics Institute

Hinxton, United Kingdom

Language: English (UK)
Organisation data: Directors Office
Job number: EBI01602
Contract Type: Staff Member
Job Function: Administrative Officer (gr. 4-6)
Closing Date: 2 March 2020

About the team/job

The Executive Assistant will provide dedicated one-to-one support to one of the Directors of EMBL-EBI. S/he will be located in the Directors' Office, working alongside the Directors' Office Supervisor, the PA to the Associate Directors of EMBL-EBI Services and the Team Administrator to provide comprehensive cover for the whole of the Directors' Office.

EMBL and EMBL-EBI are undergoing an exciting period of change, and the postholder should be flexible and willing to adapt to the changing needs and priorities in the Directors' Office. The following list of duties and responsibilities is not exhaustive, and the postholder would be expected to undertake any other duties as agreed with the Director and the Directors' Office Supervisor, consistent with the grading of this post.

Your role

Assistance to the Director

  • Manage the calendar of the Director and ensure that scheduling is efficient and effective. Anticipate potential diary conflicts and proactively seek solutions at an early stage;
  • Manage incoming correspondence, emails and telephone calls and progress appropriately: use best judgement to take independent action, delegate, or flag up for the action of the Director;
  • Identify, log and monitor all actions for the Director, and ensure that follow-up actions are progressed, prompting the Director as necessary and coordinating such actions with colleagues or externals as appropriate;
  • Liaise closely with the offices of the Director General, Strategy, International Relations and Communications at EMBL Headquarters in Heidelberg to ensure the seamless management of EMBL business;
  • Work closely with the Head of External Relations at EMBL-EBI to support the Director's participation at events and meetings on campus, as well as VIP visits at Ministerial and Ambassadorial level;
  • 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 Director are received in a timely manner;
  • Draft and prepare documentation (letters, emails etc) for the Director, ensuring that content and format are of the highest quality;
  • Ensure effective communication with internal and external stakeholders;
  • Maintain efficient filing records in the Directors' Office and ensure that all personal and institutional data are maintained to the highest standards of confidentiality.

General responsibilities within the Directors' Office

  • Ensure that cover in the Directors' Office is adequately maintained, including by providing cover for absent colleagues;
  • Support the Directors' Office Supervisor in the planning and organisation of a wide range of EMBL-EBI committee meetings, events and reviews, including minute-taking in his/her absence.

You have

  • Degree level or equivalent professional experience;
  • A proven track record of relevant executive- or director-level support in a large organisation;
  • Experience of working in an academic, scientific and/or international environment;
  • Good knowledge of Windows, MS Office, email and web applications;
  • Excellent spoken and written English;
  • Excellent telephone manner;
  • Excellent rapport and communication skills;
  • Persuasive interpersonal skills and the ability to build and maintain constructive relationships with internal and external stakeholders;
  • Experience in dealing with an international staff and an awareness and understanding of cultural differences;
  • Flexibility to respond to changing priorities, often at very short notice;
  • Self-motivation and resilience;
  • Ability to proactively seek solutions to scheduling conflicts;
  • Excellent organisational skills, managing a variety of tasks simultaneously;
  • Tact, diplomacy and discretion in handling sensitive or highly confidential material appropriately;
  • Ability to work both independently with minimum supervision and as part of a wider support team, often to tight or shifting deadlines;
  • Willingness to get involved in other work;
  • Ability to work out of hours occasionally;
  • Ability to travel to other locations if required.

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

At EMBL-EBI, we help scientists realise the potential of 'big data' in biology by enabling them to exploit complex information to make discoveries that benefit mankind.

Working for EMBL-EBI gives you an opportunity to apply your skills and energy for the greater good.

As part of the European Molecular Biology Laboratory (EMBL), we are a non-profit, intergovernmental organisation funded by 27 member states and two associate member states.

We are located on the Wellcome Genome Campus near Cambridge in the UK, and our 850 staff are engineers, technicians, scientists and other professionals from all over the world.

EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation. The remuneration package comprises a competitive salary, a comprehensive pension scheme and health insurance, educational and other family related benefits where applicable, as well as financial support for relocation and installation. For more information about pay and benefits click here.

We have an informal culture, international working environment and excellent professional development opportunities but one of the really amazing things about us is the concentration of technical and scientific expertise - something you probably won't find anywhere else.

If you've ever visited the campus you'll have experienced first-hand our friendly, collegial and supportive atmosphere, set in the beautiful Cambridgeshire countryside. Our staff also enjoy excellent sports facilities including.

What else you need to know

To view a copy of the full job description please click here.

To apply please submit a covering letter and CV through our online system.

Applications are welcome from all nationalities and this will continue after Brexit. For more information please see our website.

Visa information will be discussed in more depth with applicants selected for interview.

3 year staff member contract renewable up to 9 years of service.

Appointment will be based on merit alone.

Applications will close at 23:00 GMT on the date listed above.

Apply Now

Don't forget to mention EuroBrussels when applying.

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© EuroJobsites 2020

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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