Demonstrable experience providing executive-level support to C-suite executives and senior leadership teams.
Experience overseeing daily office operations, facility management, and coordinating with external vendors and building services.
Strong organisational capabilities and a process-oriented approach.
Strong verbal and written communication across phone, email, and in-person interactions.
Problem-solving, technical, and data skills, with meticulous attention to detail.
Ability to work independently, think proactively, prioritise workload, and work calmly under pressure.
Absolute discretion and confidentiality when handling sensitive company information.
Ability to form professional relationships throughout an organisation.
Responsibilities
Deliver primary, high-level administrative assistance to European Management Board and Executive Team members, including proactive calendar management, scheduling, and priority meeting coordination.
Coordinate end-to-end travel logistics for Europe-based Management Board members, including flights, accommodation, visa applications, comprehensive itineraries, and expense reconciliation in Concur.
Collaborate closely with the Executive Assistant to the CEO to ensure cross-functional alignment and coordination across global executive support teams.
Oversee day-to-day London office operations, including employee inductions, building access, collecting and scanning post, maintaining office supplies and first-aid kits, and improving the office environment.
Act as the primary company contact for PanMac Facilities, Reception, and Security.
Coordinate local Health and Safety administration across the London office, ensure designated fire marshals and first aiders are trained, maintain Health and Safety documentation, and assist Operations with compliance modules on the learning platform.
Organise London office events, including social gatherings, leaving celebrations, and seasonal events, and assist with logistics, hotel bookings, and venue coordination for in-house training courses.
Assist the Operations team with administrative projects, internal communication flows, and standard productivity tools to support cross-functional workflows.
Undertake projects or analysis requested by the SVP Operations.
Desired Qualifications
Experience leveraging AI productivity tools to scale executive support and optimise operational workflows; training will be provided.
An executive support or administrative qualification and/or relevant experience.
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 deliver comprehensive administrative and executive assistance to Europe-based Management Board members and Executive team colleagues, providing proactive calendar management, meeting coordination, and travel support. In addition, the role provides essential office management and facilities coordination for Digital Science's London office in Farringdon, maintaining a safe, efficient, and welcoming operational environment.
Acting as a key liaison for senior leadership, visiting staff, and external guests, this role works in close alignment with the Executive Assistant to the CEO to ensure smooth cross-functional coordination. As the primary operational contact for the London workspace, the role oversees day-to-day site operations, manages the relationship with external facilities partners (PanMac Facilities, Reception, and Security), health and safety compliance, internal events, and cross-functional administrative workflows.
This is a hybrid role, with a minimum of 3 days per week in our London office.
Please note - due to business need, we can only accept applications from candidates who reside in the UK, 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.
Executive Support
Management Board & Executive Support: Deliver primary, high-level administrative assistance to European Management Board and Executive Team members, including proactive calendar management, scheduling, and priority meeting coordination.
Travel & Expense Management: Coordinating end-to-end travel logistics for Europe-based Management Board members, including flights, accommodation, visa applications, comprehensive itineraries, and expense reconciliation in Concur.
Executive Alignment & Collaboration: Collaborating closely with the Executive Assistant to the CEO to ensure seamless cross-functional alignment and coordination across global executive support teams.
Office Management
Office Management & Facilities: Overseeing day-to-day London office operations, including employee inductions, building access, collecting and scanning post, maintaining office supplies/first aid kits, and improving the office environment. Acting as the primary Digital Science contact for PanMac Facilities, Reception, and Security.
Health & Safety Compliance: Coordinating local Health & Safety administration across the London office, ensuring designated fire marshals and first aiders are trained, maintaining H&S documentation, and assisting Operations with compliance modules on the learning platform.
Events & Logistics: Organising London office events (e.g., social gatherings, leaving celebrations, seasonal events) and assisting with logistics, hotel bookings, and venue coordination for in-house training courses.
Operational Support
Operational Support: Assisting the Operations team with administrative projects, internal communication flows, and leveraging standard productivity tools to support cross-functional workflows.
Ad Hoc Requests: Projects or analysis that the SVP Operations might request from time to time.
Experience
Demonstrable experience providing executive-level support to C-suite executives and senior leadership teams.
Experience overseeing daily office operations, facility management, and coordinating with external vendors and building services.
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.
Absolute discretion and confidentiality when handling sensitive company information.
Ability to form new professional relationships throughout an organisation.
Qualifications
Executive support / administrative qualification and/or relevant experience is 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.