Executive Assistant and Meetings Co-ordinator

at  MRC Laboratory of Molecular Biology

As a member of the Operations Group you will contribute to the smooth running of the Scientific Operations function and support the Director at the MRC Laboratory of Molecular Biology (LMB). The official title internally for this role is Director’s and Scientific Operations Assistant and this will be reflected in the contract of employment for the successful candidate.

To provide high level support to the Director, Chief Operating Officer (COO) and Scientific Operations Manager by undertaking all day-to-day and longer-term operational matters required for the effective functioning of the Director’s and Scientific Operations Office. This will include, but is not limited to:

• Acting as Personal Assistant to the Director and COO.
• Providing support for the Scientific Operations Manager and their team.
• Acting as the first point of call for internal and external visitors for the Director and Scientific Operations Office.
• Responsibility for the organisation of LMB events including the Seminar Series, annual Symposium and group leader retreats.
• Secretariat support for internal meetings

EDUCATION / QUALIFICATIONS / TRAINING REQUIRED:

Essential: Education to at least A Level standard.

PREVIOUS WORK EXPERIENCE REQUIRED:

Essential:

• Significant experience as a PA/administrator to an executive position, preferably in a similar role.
• Experience in the academic or public sector.

Desirable:

• Experience in a scientific environment.

COMPUTER SKILLS

Essential:

• Experience with word processing, databases, spreadsheets and electronic diaries.

Desirable:

• Experience with graphic design software such as Adobe Illustrator, PowerPoint or Canva.

ORGANISATION AND PROJECT MANAGEMENT SKILLS

Essential:

• Ability to plan, prioritise and organise tasks and activities to achieve clearly defined objectives and hit deadlines.
• Experience of arranging meetings and larger events such as conferences.
• Experience of diary management and scheduling.

PERSONAL SKILLS / BEHAVIOURS / QUALITIES:

Essential:

• Good time management skills and an ability to deal with constant interruptions and alterations to daily priorities.
• Ability to grasp issues and react to problems that arise.
• Experience of working independently and taking responsibility for own work with limited supervision.
• Effective team member willing to contribute, but respectful of the roles and experience of others.
• Excellent written and oral communication skills.
• Confident and at ease in dealing with a wide variety of people at all levels.
• Diligent with good attention to detail.
• Professional manner showing tact, diplomacy and discretion.

Desirable:

• Demonstrable commitment to continuous professional development.

Further Information 1

MAIN DUTIES:

To provide professional personal assistant support to the Director. This includes:

• Helping with the Director’s diary and busy schedule to accommodate a balance between scientific research activities and strategic commitments in the LMB and the wider MRC/UKRI.
• Arranging the Director’s attendance at (and participation in) scientific conferences both in the UK and abroad. This will include all necessary arrangements such as booking travel and reimbursement of expenses.
• Liaising and communicating on behalf of the Director to coordinate appointments and arrange meetings throughout the world. You will need to liaise with conference and meeting organisers to ensure that information to/from the Director is supplied in a timely fashion and that all documentation is in place and that arrangements are confirmed for the Director’s participation.
• Arranging visits to the LMB by individuals from medical and scientific research organisations throughout the world, such as universities, industry, UKRI, Wellcome, charities, funding bodies and government departments both national and international. You will be their first point of contact within the LMB both by telephone and email.

To provide support to the COO and Scientific Operations Manager. This includes:

• Helping with the diaries for the COO and Scientific Operations Manager.
• Organising and co-ordinating meetings managed by the Scientific Operations team.
• Providing limited conference support for senior LMB researchers and advising those holding events within the building on logistical matters.
• Reacting to problems that arise when the COO and/or the Scientific Operations Manager are not available for advice or to address the problem themselves. This will require you to develop a good understanding of the workings of the LMB, especially its local policies and practices, in order to advise others and to be able to point them in the right direction.

KEY RESPONSIBILITIES:

• Dealing with incoming mail (paper and electronic), telephone and personal enquiries to the Director, COO and Scientific Operations Office in an efficient and professional manner, filtering where necessary.
• Keeping diaries, resolving conflicts, prioritising and rescheduling as necessary.
• Acting as first point of contact for visitors to the Director, COO and Scientific Operations Office.
• Helping members of the LMB seeking advice and directing individuals to others within the laboratory as appropriate.
• Arranging the annual LMB Seminar Series in consultation with the Seminar Committee.
• Advising on travel arrangements for visitors to the LMB and arranging hospitality for speakers and other visitors.
• Co-ordinating the annual LMB Symposium, the Christmas raffle, conference activities and other LMB-wide events such as Group Leader retreats and social activities.
• Managing meeting logistics such as booking rooms and refreshments, sending out email meeting requests and reminders and preparing and sending out meeting documentation in a timely manner.
• Liaising with attendees of internal LMB meetings ensuring papers are prepared and disseminated in good time and writing timely and accurate minutes where appropriate and ensuring actions are completed in a timely fashion.
• Managing the bookings for the Max Perutz Lecture Theatre and other internal rooms.
• Updating the LMB’s seminar/event database with both internal and external events of interest within the LMB and publicising LMB events to external organisations.

CORPORATE/LOCAL RESPONSIBILITIES & REQUIREMENTS

You must at all times carry out your responsibilities with due regard to the UKRI:

• Code of Conduct
• Equality, Diversity and Inclusion policy
• Health and Safety policy
• Data Protection policy

Job descriptions should be reviewed on a regular basis and at the annual appraisal. Any changes should be made and agreed between you and your manager.
The above lists are not exhaustive and you are required to undertake such duties as may reasonably be requested within the scope of the post. All employees are required to act professionally, co-operatively and flexibly in line with the requirements of the post, the MRC and UKRI.
The role holder will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during the course of employment.
The MRC is a great place to work and progress your career, be it in scientific research or the support functions.The MRC is a unique working environment where our researchers are rewarded by world class innovation and collaboration opportunities that the MRC name brings. The MRC is an excellent place to develop yourself further and a range of training & development opportunities will be available to you, including professional registration with the Science Council.
Choosing to come to work at the MRC (part of UKRI) means that you will have access to a whole host of benefits from a defined benefit pension scheme and excellent holiday entitlement to access to employee shopping/travel discounts and salary sacrifice cycle to work scheme, as well as the chance to put the MRC and UKRI on your CV in the future.