Executive Assistant London, England
Job description
Description
About us
We are Digital Science and we are advancing the research ecosystem. We are a pioneering technology company, and our vision is of a future where a trusted and collaborative research ecosystem drives progress for all. We believe in better, open, collaborative and inclusive research. In creating the next generation of tools and working in partnership with the community we tackle some of the biggest challenges to research. In order to achieve our vision, we need innovative, inspiring and dynamic people to join our team. Want to join us?
Your new role
As our Executive Assistant, you'll be providing broad administrative support to the CEO, President and Chief of Staff so that they can make the best use of their time, are operationally efficient and communicate well with the wider management team. Based in our London office, 2-3 days a week, you will be supporting our Executive team across multiple time zones
What you’ll be doing
Arranging and managing internal and external meetings from creating agendas, checking actions are recorded to booking rooms. This includes scheduling all Executive Team/Board meetings and making sure all stakeholders are aligned.
Supporting with all travel arrangements including flights, hotels, visa applications, itineraries etc
Managing and coordinating diaries across the Executive and Management teams
Acting as a point of contact for the Company Secretary to ensure all necessary meetings are scheduled and formal documents are signed on time.
Supporting with communications across the Executive Team and wider management team, e.g. managing shared drives, circulating information, keeping all up to date, easy to find and use.
Single point of contact for gathering information for Directors, e.g. for UK tax returns, Short term business visitors, etc.
Arranging and coordinating Strategy Away Days and other off-site events - from sourcing venues to coordinating agendas, speakers, managing invoices etc
Proposing improvements in processes, e.g. travel booking, best hotels to stay in key DS locations
The ‘go to’ person to help with access to the Exec team to answer queries for the wider management team.
Research and information gathering on behalf of the Exec Team on specific projects.
Take meeting notes when required.
Work on Powerpoint presentations.
Assist with company software systems (training provided): Salesforce, Pardot, Netsuite, Anaplan, Concur, Atlassian, People HR, Jira, MS Office and Google Docs.
What you’ll bring to the role
You'll be experienced in supporting multiple senior leaders and be able to balance your time accordingly
You'll naturally exude enthusiasm and friendliness and be reliable
A natural problem solver, you can display out-of-the-box thinking
You're process orientated, organised and enjoy getting complex things sorted
You're a strong communicator and are comfortable communicating via phone, email and in person
You can work independently, think proactively and prioritise work
You're proactive, but seek and get direction where needed
You exercise discretion and confidentiality with sensitive company information
You inspire trust and confidence and work calmly under pressure
You have good technical and data skills with a high attention to detail
Living our Values
We invest in, nurture and support innovative businesses and technologies that make all parts of the research process more open, efficient and effective.
The talent we secure is fundamental to us achieving our vision and our growth plans. The values we live by are:
We are brave in the pursuit of better
We are collaborative and inclusive
We are always open-minded
We are from and for the community
We're an equal opportunity employer. All applicants will be considered for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status
About Digital Science Digital Science is a technology company working to make research more efficient.
We invest in, nurture and support innovative businesses and technologies that make all parts of the research process more open and effective.
Our portfolio includes admired brands including Altmetric, Anywhere Access, Dimensions, Figshare, ReadCube, Symplectic, IFI Claims, GRID, Ripeta, Writefull, Gigantum and Overleaf.
We believe that together, we can help researchers make a difference.
