Executive Assistant

UKCEH is looking for an experienced Executive Assistant to join our team of talented individuals, contributing to scientific discovery and generating the data, insights and solutions that researchers, businesses and governments need to solve complex environmental challenges. 

Working at UKCEH is rewarding. Our science makes a real difference, enabling people and the environment to prosper, and enriching society. We are the custodians of a wealth of environmental data, collected by UKCEH and its predecessors over the course of more than 60 years.  

As a valued member of our team, you’ll get: 

• 27 days annual leave, rising to 29 days after five years, plus 3 days for our Christmas closure  
• 10% employer pension contribution 
• Enhanced maternity and paternity leave (subject to qualifying requirements) 
• 24 hour, 365-day access to support with physical, mental, social, health or financial issues plus access to our trained Welfare Officers 
• Flexible working opportunities 

And much more... 

You’ll be joining our small and established EA team at our head office, who provide invaluable support to our team of Executive Directors, ensuring their administrative office runs with the highest efficiency. 

This EA role will support the Associate Director of International Research and Development, the Director of Finance and other areas within the EA team. Due to the nature of these departments, this role involves complex diary management and the organisation of regular travel and accommodation. In addition to this, you will also provide administrative support to the evolving international office. 

You’ll be joining a leading independent, not-for-profit research institute that’s committed to recruiting talented people like you, progressing your career and giving you the support you need to thrive at UKCEH. 

Your main responsibilities will include:  

• Maintain and monitor the Directors' Outlook calendars, booking both virtual and in-person meetings and using initiative to plan and organise their time effectively. 
• Process delegated actions from meetings, liaise with the EA team and other relevant staff, produce deadline alerts, regularly review priorities to meet deadlines, proactively inform Directors of upcoming diary issues, and track and compile information on international activities. 
• Monitor Directors’ emails and manage incoming phone calls, acting as a gatekeeper when necessary. 
• Book domestic and international accommodation and transport, liaise with travel suppliers as needed, support visa applications for staff, and assist with risk assessments where appropriate. 
• Manage correspondence by drafting letters and emails on behalf of the Directors or International Office, and proactively organise and file electronic and physical documents for easy retrieval. 
• Provide administrative assistance, including minute-taking for quarterly board meetings, arrange high-level board meetings with drafted agendas and follow-up actions, and maintain a thorough understanding of related boards and committees while liaising with their secretaries to build strong relationships. 
• Handle financial tasks such as processing expense claims and raising purchase orders.  
• Assist the wider EA team with tasks such as scheduling senior staff meetings, arranging travel, supporting VIP visits, preparing briefing documents, and collating and distributing board papers. Additionally, take on occasional responsibilities to support other departments, alongside daily duties like diary management and minute-taking. 
• Attend weekly meetings to share diary management updates, collaborate with EAs to ensure efficient handling of board-level meeting papers and arrangements, assist in organising internal meetings and external stakeholder visits, and provide holiday cover for other EAs in the team. 

You will be an experienced and professional Personal Assistant or Executive Assistant who would be comfortable working within a fast-paced Executive office and able to manage the challenges that such a role may present. 

This role requires a highly communicative and accountable team player who is flexible and willing in their support of others but is equally able to work unsupervised and is discerning in their approach. 

For the role of Executive Assistant, we’re looking for somebody who has: 

• Has previous supported Directors within either a Personal Assistant, Executive Assistant capacity or similar experience  
• Is exceptionally well organised with the ability to multitask and prioritise an ever-changing workload 
• Has excellent communication and interpersonal skills, with the confidence to interact with a range of stakeholders, including those on an international level 
• Can work autonomously and has the ability to review and respond to changing priorities approaching tight deadlines 
• Maintains a highly adaptable and flexible approach, willing to help and support other Executive Assistants where required 
• Is capable of working under pressure calmly and professionally, maintaining high levels of confidentiality 
• Highly proficient in using MS Office, particularly Outlook, Word, Excel, PowerPoint and Teams 

If we’ve just described you, we’d love to meet. Apply now.  

Unfortunately, we are unable to offer visa sponsorship for this position at this time.