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About the Role
This role provides comprehensive executive and departmental administrative support to the Chief Operating Officer (COO), ensuring their time is optimized and prioritized for the benefit of Wellcome. It is essential to the smooth running of the COO's office, acting as a central point of contact and working closely with the Head of Executive Office.
Responsibilities
- Provide comprehensive executive and departmental administrative support to the COO, proactively resolving operational issues and coordinating effectively with the CEO Office, Executive Director offices, and key teams across the organisation.
- Manage the COO’s complex diary and scheduling, using sound judgement to coordinate meetings, resolve conflicts, and adapt calendars dynamically to changing priorities.
- Prepare and coordinate high-quality agendas, briefing materials, presentations, and meeting documentation, ensuring the COO was effectively supported for internal and external engagements through timely collaboration with stakeholders across the organisation.
- Coordinate internal, external, and department-wide meetings and events, managing agendas, documentation, and minutes while collaborating across teams to ensure effective planning and delivery of key organisational initiatives.
- Manage complex domestic and international travel arrangements for the COO, producing detailed itineraries and coordinating tailored briefing packs to support effective engagement during business trips.
- Ensure compliance with organisational policies and procedures, maintain departmental business continuity plans, and promote adherence to governance, expenses, hospitality, and compliance requirements.
- Support departmental budget management by monitoring expenditure, reviewing financial reports, and processing expenses and invoices in line with organisational policies and procedures.
- Manage departmental office operations and facilities, coordinating workspace moves, procurement of furniture and supplies, and liaising with facilities teams to maintain an efficient working environment.
Requirements
- Executive Assistant experience, supporting C-suite stakeholders
- Advanced IT Skills – excellent working knowledge of Microsoft Office software, expenses software (e.g. Oracle), CRM (e.g. Salesforce).
- Manage calendars effectively while demonstrating strong written and verbal communication, organisation, planning, and the ability to prioritise multiple tasks.
- Excellent time management, and project coordination skills to ensure efficient scheduling and delivery of work.
- Commercial understanding and/or experience
Skills
- Microsoft Office software
- Oracle
- Salesforce
- Written communication
- Verbal communication
- Organisation
- Planning
- Prioritisation
- Time management
- Project coordination
Location
- Euston Road offices
Work Type
- Permanent
- Hybrid
Experience Level
- Experienced
Salary/Compensations
- £47,040 - £58,800
Benefits
- Flexible working environment
About the Company
- Wellcome is a global charitable foundation. We improve health for everyone by funding science, leading policy and advocacy campaigns, and building partnerships.
- We plan to spend £16bn over the next ten years, funding new discoveries in life, health and wellbeing and taking on three global health challenges: mental health, infectious disease and climate and health.
Equal Opportunity
- Diversity and Inclusion is a priority at Wellcome. We are committed to cultivating a fair and inclusive environment, where everyone can be themselves and thrive.
- We are happy to discuss flexible working options for all roles.
- We work to ensure that our recruitment processes are as inclusive as possible to everyone.
- This includes making adjustments for people who have a disability or long-term condition.