Demonstrable experience providing executive-level support to C-suite executives and senior leadership teams.
Proven track record in complex diary management, global travel booking, and event planning or coordination.
Experience working with enterprise productivity and management platforms such as Google Workspace, Salesforce, and NetSuite.
Strong organisational capabilities and a process-oriented approach.
Exceptional verbal and written communication skills across phone, email, and in-person interactions.
Strong problem-solving abilities, technical and data skills, and meticulous attention to detail.
Ability to work independently, think proactively, prioritise workload, and remain calm under pressure.
Proficiency in leveraging artificial intelligence productivity tools and assistants to scale executive support and optimise operational workflows.
Absolute discretion and confidentiality when handling sensitive company information.
Ability to form new professional relationships throughout an organisation.
Responsibilities
Provide high-level, proactive executive administrative and strategic operational support to the CEO and US-based Management Board members.
Streamline executive workflows, serve as an operational liaison, and drive cross-functional alignment across senior leadership teams.
Manage internal and external meetings for the CEO and US-based Management Board members, including preparing agendas and meeting content, creating agenda templates, tracking and communicating actions, booking rooms, and providing end-to-end meeting support.
Schedule Management Board meetings and coordinate stakeholders.
Manage and coordinate diaries across US-based Management Board members as required.
Coordinate travel for the CEO and US-based Management Board members, including flights, hotels, visa applications, itineraries, and recording expenses in Concur.
Facilitate communication across the Management Board, Executive Team, and wider leadership teams by managing shared repositories, circulating operational updates, and keeping company documentation structured and accessible.
Partner with the SVP of Operations to establish and refine executive administration frameworks.
Use artificial intelligence productivity tools to streamline executive correspondence, summarise high-level meetings, and optimise cross-functional information workflows.
Arrange and coordinate Management Board off-site meetings and other off-site events in the role's territory, including sourcing venues, booking hotels and restaurants, providing on-site support, coordinating agendas and speakers, and managing invoices.
Conduct research, gather information, take meeting notes, prepare presentations, and assist with company software systems such as NetSuite, Google Suite, Salesforce, and Concur.
Collaborate with the London-based Executive Assistant to support cross-functional alignment and coordination across global executive support teams.
Handle ad hoc projects or analysis requested by the CEO.
Desired Qualifications
Relevant bachelor's degree or equivalent executive support or administrative qualification.
Experience leveraging artificial intelligence productivity tools to scale executive support and optimise operational workflows; training will be provided.
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
To provide high-level, proactive executive-level administrative and strategic operational support to the CEO and US-based Management Board members of Digital Science. The primary focus of this position is to streamline executive workflows, serve as a trusted operational liaison, and drive cross-functional alignment across senior leadership teams.
This role plays a critical part in ensuring maximum operational efficiency across the executive suite. Key responsibilities include managing complex, global diary and meeting coordination, facilitating seamless communication channels, handling high-priority ad-hoc projects, and fostering robust executive-level collaboration and coordination within Digital Science, its subsidiaries, and the wider group.Please note - due to business need, we can only accept applications from candidates who reside in the US, where we have an established legal entity.
If you apply from outside of this area, your application will not be considered.
Please be aware that we may close this position early if we receive a high volume of applications, so we encourage you to apply promptly.
Meeting Management & Scheduling: Arranging and managing internal and external meetings on behalf of the CEO and US-based Management Board members - from creating agendas, collaborating with colleagues to prepare meeting content, drafting agenda templates, checking actions are captured and communicated, to booking rooms and providing end-to-end support. This includes scheduling all Management Board meetings, making sure all stakeholders are aligned, and taking lead responsibility for coordinating meetings.
Diary & Board Support: Managing and coordinating diaries across the US-Based Management Board members (as required).
Travel Coordination: Supporting travel arrangements for CEO and US-based Management Board members, including flights, hotels, visa applications, itineraries and managing and recording expenses in Concur.
Executive Communications & Information Flow: Facilitating seamless communication across the Management Board, Executive Team, and wider leadership teams by managing shared repositories, circulating key operational updates, and ensuring company documentation is structured and readily accessible. Partnering with the SVP of Operations to establish and refine executive administration frameworks, while leveraging advanced AI productivity tools to streamline executive correspondence, summarise high-level meetings, and optimise cross-functional information workflows.
Event & Off-Site Organisation: Taking full responsibility for arranging and coordinating Management Board off-site meetings and other off-site events when they fall in their territory. This includes sourcing venues, booking all hotels and restaurants, providing on-site support, coordinating agendas and speakers, and managing invoices.
Executive Project Support: Conducting research, gathering information, taking meeting notes, preparing presentations, and assisting with company software systems (NetSuite, Google Suite, Salesforce, Concur etc.).
Executive Alignment & Collaboration: Collaborating closely with the London-based Executive Assistant to ensure seamless cross-functional alignment and coordination across global executive support teams.
Ad Hoc Requests: Projects or analysis that the CEO might request from time to time.
Experience
Demonstrable experience providing executive-level support to C-suite executives and senior leadership teams.
Proven track record in complex diary management, global travel booking, and event planning/coordination.
Experience working with enterprise productivity and management platforms (e.g., Google Workspace, Salesforce, NetSuite etc).
Relevant experience in leveraging AI productivity tools to scale executive support and optimise operational workflows is desired, but not essential as training will be provided.
Skills
Friendly, enthusiastic, reliable, and process-oriented with strong organisational capabilities.
Exceptional verbal and written communication skills across phone, email, and in-person interactions.
Strong problem-solving, out-of-the-box thinking, and technical/data skills with meticulous attention to detail.
Ability to work independently, think proactively, prioritise workload, and work calmly under pressure.
Proficiency in leveraging AI productivity tools and assistants to scale executive support and optimise operational workflows.
Absolute discretion and confidentiality when handling sensitive company information.
Ability to form new professional relationships throughout an organisation.
Qualifications
Relevant bachelor's degree or equivalent executive support / administrative qualification preferred.
We're looking for people who are naturally curious about AI and comfortable exploring how it can improve the way we work — you don't need to be an AI expert, but an openness to experiment and adapt is important to us.
Don't worry if you don't meet every qualification—let us be the judge! Studies show that many qualified candidates from under-represented groups hesitate to apply unless they meet every single requirement. We are dedicated to building a diverse and inclusive team and strongly encourage you to submit your application.