PA to CIO and ITO Project Coordinator (Mat Cover)
Job Overview
We are looking for a proactive Personal Assistant to the Chief Information Officer (CIO) and ITO Project Coordinator to provide high\-level administrative, organisational and project coordination support across the Information Technology Office (ITO).
Reporting directly to the CIO, this pivotal role requires a proactive, highly organised and confident individual who can anticipate needs, manage competing priorities and operate with minimal supervision. Acting as a trusted partner to the CIO, you will oversee inbox and diary management, ensuring key messages, actions and draft communications are not missed while maintaining visibility of emerging priorities and business\-critical activities. You will coordinate meetings, events and departmental initiatives, prepare reports, presentations and briefing materials, compile quarterly departmental updates, and lead the production of the ITO monthly newsletter.
The role also plays a central part in coordinating team away days, stakeholder events and project activities, bringing together information from across the portfolio to support effective decision\-making and communication.
Duties including and not limited to:
Personal Assistant
- Perform a variety of support tasks for the CIO including but not limited to: managing an active calendar of appointments and meetings; coordinating logistics for meetings, interviews, tours and appointments; arranging and monitoring travel plans, schedules and agendas; timely and accurate processing of expenses; prompt and accurate database entry.
- Keep the CIO well informed of upcoming commitments and responsibilities.
- Provide secretarial services as required,
- Lead on the operation of meetings including proactive agenda preparation, coordination and creation, distribution and updating of action logs and minutes.
- Work collaboratively, as well as independently, to coordinate ITO projects
- Arrange and coordinates project team meetings, document actions agreed and ensure relevant project documents are updated.
- Assist with the creation of project plans, project proposals, timelines and budget.
- Helps to maintain the project plan; monitor progress against the plan, coordinate project activities and resources.
- Significant experience supporting senior leaders and their teams in a Personal Assistant or Executive Assistant capacity. \*
- Experience managing complex diaries, inboxes and correspondence on behalf of senior stakeholders, ensuring priorities are identified and actions are progressed appropriately. \*
- Proven ability to review communications, reports and documentation, identifying gaps, risks, issues or required follow\-up actions.
- Experience coordinating projects and producing reports, presentations, dashboards or management information for leadership audiences, ideally within an information technology environment. \*
- Experience taking accurate minutes and maintaining action logs to support effective follow\-up and governance. \*
- Proven ability to handle sensitive and confidential information with discretion, professionalism and integrity.
- Strong organisational and time management skills, with the ability to prioritise competing demands, manage workload effectively and deliver high\-quality outcomes within agreed deadlines.
The Francis Crick Institute is Europe’s largest biomedical research institute under one roof. Our world\-class scientists and staff collaborate on vital research to help prevent, diagnose and treat illnesses such as cancer, heart disease, infectious diseases and neurodegenerative conditions.
The Crick is a place for collaboration, innovation and exploration across many disciplines. A space where the brightest minds can pursue big and bold ideas and discover answers to crucial scientific questions. We support them in a dynamic environment which fosters excellence with state\-of\-the\-art infrastructure, cutting\-edge facilities, and a creative and curious culture. We’ve removed traditional boundaries of departments, divisions and disciplines and instead have an open approach that supports every researcher. This gives us the freedom to take risks and carry out high\-quality, pioneering research. Creating a space for discovery without boundaries helps us to turn our science into benefits for human health and the economy.
About Working at the Crick
Our values
Everyone who works at the Crick has a valuable role to play in advancing the Crick’s mission and shaping our culture.
- We are bold. We make space for creative, dynamic and imaginative ideas and approaches. We’re not afraid to do things differently.
- We are open. We’re highly collaborative and interactive, and make sure our activities are visible to the outside world.
- We are collegial. We show respect for one another, work cooperatively and support the wider community.
Pay: £40,740\.00 per year
Benefits:
- Canteen
- Casual dress
- Childcare
- Company events
- Company pension
- Cycle to work scheme
- Discounted or free food
- Free flu jabs
- Health \& wellbeing programme
- Store discount
- Transport links
- Work from home
- Do you have experience providing Personal Assistant or Executive Assistant support to senior leaders (e.g. Directors, Heads of Department, or Executive\-level stakeholders)?
- We are willing to consider part time hours for this role please state if you are looking for full or part time work. If part time please let us know how many days/hours you are looking for
- This is a hybrid role, are you willing to travel to our office in Kings Cross, London (decision on how many days in office will be based on the above question)
- Please let us know what IT systems you can use
- Are you authorised to work in the UK? If you are currently on a visa please state which visa
- PA: 1 year (required)
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