Salary£27500 per annum
Working for this large well known organisation, based in CB2 you will provide high level support to the Director, Chief Operating Officer (COO) and Scientific Operations Manager by undertaking all day-to-day and longer-term operational matters required for the effective functioning of the Director’s and Scientific Operations Offices. This will include:

  • Acting as Personal Assistant to the Director and COO.
  • Providing support for the Scientific Operations Manager and their team.
  • Acting as the first point of call for internal and external visitors for the Director, COO and Scientific Operations Office.
  • Responsibility for the organisation of events and group leader retreats.
  • Secretariat support for internal meetings.
Main duties: To provide professional personal assistant support to the Director. This includes:

  • Helping with the Director’s diary and busy schedule to accommodate a balance between scientific research activities and strategic commitments.
  • Arranging the Director’s attendance at (and participation in) scientific conferences both in the UK and abroad. This will include all necessary arrangements including travel and reimbursement of expenses.
  • Liaising and communicating on behalf of the Director to coordinate appointments and arrange meetings throughout the world. You will need to liaise with conference and meeting organisers to ensure that information to/from the Director is supplied in a timely fashion and that all documentation is in place and that arrangements are confirmed for the Director’s participation.
To provide support to the COO and Scientific Operations Manager. This includes:

  • Helping with the diaries for the COO and Scientific Operations Manager.
  • Organising and co-ordinating meetings managed by the Scientific Operations team.
  • Providing limited conference support for senior researchers and advising those holding events within the building on logistical matters.
  • Reacting to problems that arise when the COO and/or the Scientific Operations Manager are not available for advice or to address the problem themselves. This will require you to develop a good understanding of the workings of the organisation, especially its local policies and practices, in order to advise others and to be able to point them in the right direction.
Key responsibilities:

  • Dealing with incoming mail (paper and electronic), telephone and personal enquiries to the Director and Scientific Operations Office in an efficient and professional manner, filtering where necessary.
  • Keeping diaries, resolving conflicts, prioritising and rescheduling as necessary.
  • Acting as first point of contact for visitors to the Director, COO and Scientific Operations Office..
  • Advising on travel arrangements for visitor and arranging hospitality for speakers and other visitors.
  • Co-ordinating the Christmas raffle, conference activities and other wide events such as Group Leader retreats and social activities.
  • Managing meeting logistics such as booking rooms and refreshments and sending out email meeting requests and reminders.
  • Liaising with attendees of internal meetings ensuring papers are prepared and disseminated in good time and writing timely and accurate minutes where appropriate and ensuring actions are completed in a timely fashion.
Please call Julie on 01223 209888 for more information.
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Julie Ottolangui

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