Executive Assistant

Executive Assistant – (24P-020)
The Pirbright Institute
Salary: £37,000 - £38,000 per annum
Onsite: Woking, GU24
Application Closing Date: 03/06/2024

About The Pirbright Institute
The Pirbright Institute delivers world-leading research to understand, predict, detect and respond to viral disease outbreaks. We study viruses of livestock that are endemic and exotic to the UK, including zoonotic viruses, by using the most advanced tools and technologies to understand host-pathogen interactions in animals and arthropod vectors. Our major strength in understanding the immune systems of livestock provides a platform to control current diseases and respond to emerging threats.
Our Institute is made up of a dynamic and vibrant community of staff covering a diverse set of chosen fields, backgrounds and experience. We all play a crucial role in furthering the Institute’s aspirations, advancing the frontiers of science and knowledge through our excellent scientific research, knowledge sharing and contribution; with a real focus in improving the world in which we live. Our outlook is always balanced by our strong sense of purpose, values and behaviours and an unwavering commitment to a ‘one Institute’ approach.

Organisation position and purpose
We are seeking a proactive and detail-oriented Executive Assistant to support the CEO, Director of Finance, and Director of Research at the Pirbright Institute. The successful candidate will play a key role in achieving the Institute's business and strategic objectives by providing comprehensive executive support and efficient assistance with governance activities.

This is an excellent opportunity for a dedicated professional to contribute to the success of the Pirbright Institute by supporting its leadership team and ensuring efficient operations. If you are detail-oriented and thrive in a dynamic environment, we encourage you to apply.

Main duties and responsibilities:
Proactively provide comprehensive Executive support to the CEO: Director of Science, Director of Finance: Company Secretary, and Director of Research supporting them to achieve the Institute’s business and strategic objectives.
Deliver efficient and effective support to the Company Secretary in relation to strategic and governance activities. This to include defined project assistance, recruitment/onboarding of Trustee Directors and ensuring adherence to Companies House / Charity Commission statutory regulations.
To be a reliable and trustworthy representative whilst Director(s) are absent/unavailable, ensuring the work environment is safe, professional, and friendly.
Deliver guidance and directive line management to the Directors Office Administrator, Centre for Veterinary Vaccine Innovation and Manufacturing (CVIM) Personal Assistant and Office Co-Ordinator.
Ensure continued oversight and resilience across the Directors Office. This including Deputising for the Directors Office Administrator, CVIM PA and Office Co-ordinator as required. This to include support to strategic internal and external governance boards.
Provide Secretariat to the Senior Leadership Board, Board of Trustee Directors, and Members; this including creation of timely and accurate minutes.
Provide coordination of projects, action logs and associated tasks, liaising with stakeholders and ensuring documentation is kept up to date and readily available
In addition, provide administrative assistance for key research projects undertaken by the Directors Office.
Take ownership for coordination and delivery of high-level visits, events, and internal / external meetings, including room bookings, catering, equipment, and necessary administration functions prior to, during and after the event. Meet and greet visitors at all levels of seniority.
Cultivate and maintain pro-active, effective and professional relationships with key internal and external stakeholders as well as all members of staff/Directorates.
Demonstrate knowledge and experience when requested to be main point of contact for specific enquiries/projects/tasks.
Maintain Personal Development objectives, attending relevant progressive training opportunities.
Manage departmental goods and services ordering processes via the Institute web-based purchasing system (Focal Point).
Assist with financial activities in such to aid contract management, report writing, create purchase orders, receipt invoices, maintain spreadsheets and provide budget oversight (when required). Offer practical solutions/suggestions for specific issues as they arise.

Due to the nature of the work we do, all successful applicants will be required to go through a comprehensive screening process including reference and qualification checks, financial and security clearances.

Essential/Desirable requirements
Essential
Demonstrated experience in executive support and governance activities.
Strong organizational and excellent communication skills.
Ability to manage multiple priorities confidentially and work independently.
Experience with financial processes, budget management and reporting.
Experience of working with Trustee board and the delivery of Trustee board specific documentation
High profile events management.

Desirable
Proficiency in web-based purchasing systems.
Experience of Line Management

What we offer
Group Personal Pension Scheme and life cover (subject to age and earnings)
days annual leave per annum, pro rata, plus 10.5 public and privilege days
and sell annual leave
to carry over up to two weeks annual leave
gym with subsidised membership
social club
Lifestyle Hub (employee discount site)
to work
employee restaurant
allowance
onsite parking
car charging facilities

Due to the high volume of applications we receive, if you have not heard from us within one month from closing date of the vacancy, then please contact us on [email protected] for an update.