Executive Assistant – Global Health & Genomic Data

About the Company We are supporting an innovative, venture-backed startup operating at the intersection of genomic data, global health, pharmaceuticals, animal health, and agricultural technology. The company is building a marketplace and brokerage for the exchange of non-human genomic data, working with organisations and senior stakeholders around the world. As an early-stage company, the team is small, fast-moving, and highly focused. The founders regularly interact with senior government, healthcare, scientific, legal, and international stakeholders, making this a role where discretion, responsiveness, organisation, and sound judgment are essential. About the Role We are looking for a highly reliable and proactive Executive Assistant to provide direct support to the founders. This is not a traditional high-volume administrative role. The workload may fluctuate but when something needs to be handled, it is often time-sensitive and important. The successful candidate will be someone who can operate independently, understand priorities, communicate professionally, and handle sensitive information with absolute discretion. Key Responsibilities Executive & Administrative Support ● Manage and coordinate calendars and meetings ● Monitor incoming emails and respond or flag items appropriately ● Ensure important messages and meeting requests are handled promptly ● Coordinate meetings with senior and international stakeholders ● Follow up professionally and persistently with contacts who have gone quiet ● Keep track of outstanding conversations, commitments, and follow-ups ● Prepare and organise documents for meetings and external stakeholders Research & Ad-Hoc Support ● Conduct research and identify suppliers, services, venues, and other resources internationally ● Assist with organising events and travel-related requirements ● Research and coordinate local suppliers in international locations ● Support the founders with ad-hoc personal and professional administrative tasks Notion & Documentation ● Maintain information and documentation within Notion ● Create, organise, edit, and share Notion documents ● Keep Notion records accurate and up to date ● Help ensure Notion remains the company's central source of information Financial & Document Administration ● Organise and categorise company expenses ● Help turn expense information into useful data for weekly and monthly reviews ● Prepare documentation for accountants, tax advisors, and lawyers ● Manage sensitive documents and ensure deadlines are clearly tracked Confidentiality & Information Security ● Handle highly sensitive business, legal, scientific, and personal information ● Maintain strict confidentiality at all times ● Exercise excellent judgment when dealing with sensitive communications and documents ● Follow appropriate data security and confidentiality procedures What We're Looking For: The ideal candidate will have: ● Previous experience as an E xecutive Assistant, Personal Assistant, Senior Administrator, or similar role ● Excellent written English and professional email communication skills ● Strong organisational and time-management skills ● Excellent attention to detail ● The ability to prioritise urgent tasks effectively ● Strong judgment and common sense ● A proactive, "figure it out" mentality ● The ability to work independently with minimal supervision ● Experience managing calendars, meetings, and correspondence ● Experience working with Notion ● Comfort using Slack ● Strong document management and administrative skills ● A high level of discretion when dealing with confidential information AI Experience – Nice to Have: The company uses Claude extensively for analysis and research. You do not need to be an AI expert, but familiarity with tools such as Claude or ChatGPT would be a strong advantage. The ability to take a task, use AI effectively to assist with it, and deliver a polished result would be highly valued. The Right Personality: Discreet – You will be trusted with highly sensitive information. Responsive – When an important email or request arrives, it needs to be handled promptly. Proactive – You should be able to identify what needs doing without waiting to be asked about every step. Persistent – The founders regularly communicate with extremely busy senior stakeholders, so polite and professional follow-up is an important part of the role. Resourceful – Whether it's finding a caterer in Armenia, organizing a meeting, or tracking down information, you should be comfortable figuring things out. Calm under pressure – Priorities can change quickly, and some tasks will be time-sensitive. Professional – You will be representing senior executives when communicating with high-level contacts around the world.