Executive Assistant / 3 months contract / Science Park

Executive Assistant / 3 months contract / Science Park

Summary

Reporting to the COO, the Executive Assistant will provide high-level administrative support to the Investment Leads. The role requires a proactive and highly organized professional with exceptional communication and interpersonal skills. The Executive Assistant will manage complex calendars, coordinate domestic and international travel, handle confidential information, and act as a key liaison between the Leads and internal/external stakeholders. Success in this role requires discretion, efficiency, and the ability to anticipate needs in a fast-paced environment.

Responsibilities

Calendar Management

. Accurately and efficiently manage and coordinate the Leads schedules, including prioritising and scheduling meetings, appointments and conference calls

. Proactively address potential scheduling conflicts and adjust, when necessary

Travel Coordination

. Arrange and manage complex domestic and international travel, including flights, accommodations, and ground transportation and other logistics

. Ensure travel plans align Leads preferences and business requirements

. Prepare pre-trip meeting and information documents to ensure smooth travels

. Support filing of post-trip claims and reimbursements

. Evaluate corporate travel agents annually and recommend adjustments as needed.

. Identify, and curate travel booking platforms or vendors (eg. Booking.com, and other relevant sites) that would support Leads travels

. Track and exercise budget prudence in managing Leads travels and entertainment

Miscellaneous

. Provide timely back-up support during fellow EA's absence, including but not limited to support of the team

. Maintain clear and timely communication regarding meeting schedules, travel plans, and administrative updates.

Requirements:

. At least 5 years of experience as an Executive Assistant, in VC, fund management, or high-growth/start-up environments.

. Excellent verbal and written communication skills.

. Proficient in Outlook (calendar management), Microsoft Office Suite (Word, Excel, PowerPoint, Teams), and online communication tools (e.g., Zoom).

. Proven ability to manage sensitive and confidential information with discretion.

. Highly organized with exceptional attention to detail able to manage large volumes of information while keeping track of priorities.

. Multitasking skills, with the ability to remain calm and effective under pressure.

. Possesses a can-do and growth mindset, proactively seeking new ways and skills to enhance contributions to the team

. Comfortable embracing IT tools and new technologies to enhance workflow efficiency.

. High energy, self-motivated, passion for excellence and success