Executive Assistant and Office Manager to CEO

Executive Assistant to CEO & Senior Leadership Team / Office Manager

Company: Ivy Farm Technologies + Stealth Mode Biotech Venture

Location: ARC Oxford Business Park, Oxford, UK (Full-time, on-site)

Reports to: CEO

About the Role

We are seeking a highly organised, proactive, and discreet Executive Assistant to support the CEO, Senior Leadership Team (SLT), and oversee office operations across two fast-paced, high-growth environments: Ivy Farm Technologies and a stealth-mode biotech venture. This is a unique, high-impact role at the intersection of executive support, operations, and culture-building. You will act as a trusted partner to leadership, ensuring smooth day-to-day execution while helping scale internal processes as both organisations grow. This is a full-time, on-site role based at ARC Oxford Business Park, requiring a strong in-person presence to support leadership and maintain a high-functioning office environment.

Key Responsibilities

Executive Support (CEO & SLT)

• Manage complex calendars, scheduling, and prioritisation across multiple stakeholders and time zones
• Coordinate in-person and virtual meetings, including board meetings, investor calls, and strategic sessions
• Prepare briefing materials, agendas, and follow-ups to ensure effective decision-making
• Handle confidential communications and sensitive information with discretion
• Act as a gatekeeper and facilitator for the CEO’s time and priorities

Operational & Strategic Support

• Track key action items and ensure follow-through across the SLT
• Support execution of strategic initiatives and cross-functional projects
• Assist with investor relations logistics (meetings, materials, coordination)
• Help implement and improve internal processes, tools, and workflows
• Provide ad hoc research, analysis, and project support as needed

Office Management

• Oversee day-to-day office operations at ARC Oxford Business Park, ensuring a smooth, professional, and welcoming environment
• Manage office vendors, supplies, and facilities
• Coordinate team events, offsites, and company-wide meetings
• Support onboarding logistics for new hires
• Help foster a positive, high-performance company culture

People & Culture Support

• Partner with leadership to organise team engagement initiatives
• Support internal communications and company updates
• Contribute to building scalable systems as the company grows

Candidate Profile

Must-Have

• 3–7+ years experience as an Executive Assistant, Operations Associate, or similar role in a fast-paced environment (startup experience preferred)
• Exceptional organisational skills and attention to detail
• Strong ability to prioritise, multitask, and stay calm under pressure
• High level of discretion and professionalism
• Excellent written and verbal communication skills
• Proactive mindset with a “see it, solve it” attitude

Nice-to-Have

• Experience supporting C-level executives or leadership teams
• Exposure to biotech, deep tech, or venture-backed startups
• Experience managing office operations or workplace environments
• Familiarity with tools such as Google Workspace, Notion, Slack, and project management platforms

What Success Looks Like

• The CEO and SLT are highly leveraged, focused, and operating efficiently
• Meetings are purposeful, well-prepared, and result-driven
• Office operations run seamlessly with minimal oversight
• Internal processes become more structured and scalable over time
• You become a trusted partner and central node of communication within the company

Why Join Us

• Opportunity to work closely with senior leadership in two cutting-edge biotech environments
• High visibility and impact role with room to grow into broader operations or leadership responsibilities
• Be part of building and scaling innovative companies from the ground
• Competitive salary + equity (where applicable)
• [Add benefits specific to company]

How to Apply

Please submit your CV and a short note outlining why you’re a strong fit for this role.

We are an equal opportunity employer and value diversity in our team.

Key skills/competency

• Executive Assistant
• Office Management
• CEO Support
• Calendar Management
• Meeting Coordination
• Confidential Communications
• Process Improvement
• Project Support
• Vendor Management
• Company Culture