Executive Assistant

ARIA is a new R&D funding agency built to unlock technological breakthroughs that benefit everyone. We fund scientists and engineers to pursue research at the edge of the possible.

We are seeking an experienced Executive Assistant to lead ARIA's team of executive assistants while providing exceptional support to the CEO. In this role, you will build an outstanding and efficient executive support function that enables ARIA to be a highly productive organisation.

Alongside leading and managing the Executive Assistant team, you will ensure the CEO's time, priorities, and commitments are managed seamlessly. You will exercise sound judgement and absolute discretion in handling sensitive information, relationships, and competing demands.

You will lead the management of the CEO's diary, correspondence, meetings, travel, and events, ensuring they are thoroughly prepared for every commitment. You will also capture, track, and drive forward actions arising from meetings, ensuring commitments are followed through effectively.

This is a permanent, full-time, onsite role based in Kings Cross, London, with up to five days a week in the office. Occasional travel across the UK may be required.

• Significant experience as a Senior or Lead Executive Assistant, supporting CEOs or other senior executives in a fast-paced and demanding environment.
• Experience leading and developing a team of assistants, including hiring, coaching, setting high standards, and building an effective team.
• Excellent judgement and discretion, including knowing when to act independently, seek input, or escalate.
• Ability to think several steps ahead, anticipate what will be needed, and take action without waiting to be asked.
• Exceptional experience managing complex diaries, correspondence, and inboxes.
• Exceptional organisational and time management skills, with the ability to manage competing priorities and deadlines while maintaining excellent attention to detail.
• Excellent interpersonal judgement and confidence engaging with people at all levels.
• Highly adaptable, with the ability to respond effectively to changing priorities, different working styles, and new tools and ways of working.
• Clear and precise oral and written communication skills, including the ability to create high-quality correspondence, presentations, briefings, and other materials from varied and unstructured inputs.
• Experience identifying opportunities for improvement and designing and implementing simple, effective administrative processes and ways of working.
• A current CV and cover letter detailing your suitability for the role.

• Lead and continuously improve ARIA's Executive Assistant function, coaching and developing the team, setting high standards, establishing effective ways of working, and ensuring excellent support and resilient coverage across the organisation.
• Own the management of the CEO's diary, ensuring their time reflects ARIA's priorities, anticipating competing demands, resolving conflicts, and escalating issues appropriately.
• Act as a trusted partner to the CEO, exercising excellent judgement and discretion in handling sensitive matters, information, and relationships.
• Maintain oversight of the CEO's commitments, deadlines, and dependencies, coordinating preparation and materials and ensuring decisions and actions are captured and acted upon.
• Manage the CEO's inbox and correspondence, deciding what to handle, delegate, prioritise, or escalate.
• Work closely with the Internal Chief of Staff and Head of Executive Engagement to ensure the Office of the CEO operates as a calm, highly effective centre of coordination.
• Build effective relationships with internal and external stakeholders and handle requests for the CEO's time and attention appropriately.
• Work alongside the Internal Chief of Staff on ARIA board meetings, including scheduling and coordinating papers.
• Own the administration of Committee meetings, coordinating agendas, papers, minutes, decisions, and actions with chairs and senior colleagues.
• Oversee the CEO's travel and other logistics, including transport, accommodation, and detailed itineraries.
• Coordinate the planning and delivery of internal events and team activities.