About the job

Job Title: Executive Assistant to CEO & Senior Leadership Team (SLT) / 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, 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

Total Package:

At Ivy Farm, we believe that every employee should be compensated fairly, based on the skill and level of experience required for this role.

You will also be eligible for:

25 days annual leave + bank holidays

Company pension contribution 5%

Annual bonus (applicable from day one of employment)

Equity (where applicable)

Private health care

Company events throughout the year

Fabulous super cool office environment, we think that, but we’re biased :)

Free on-site parking (it’s important - we’re in Oxford!)

(no agencies thank you, any CV's shared will be deemed as a gift)

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Executive Assistant to Chief Executive Officer