The Executive Office supports the Chief Executive Officer (CEO), executive team, and broader leadership with the day-to-day running of the Institute. This includes supporting the CEO and Executive team through a Private Office function, overseeing key senior external stakeholder relationships, enabling delivery of key strategic projects, and acting as an internal convenor working across the whole organisation.
ROLE PURPOSE
The postholder will deliver a first-class executive assistant service to the CEO (and other senior leaders as required). The ideal candidate will have a proactive approach, exceptional problem-solving skills and the ability to interact with people at all levels. This is an important externally facing role and the postholder will need to demonstrate efficiency, tact and an understanding of the broader UK AI landscape and its key stakeholders. Working in a fast-paced and evolving environment, the successful candidate will have the opportunity to shape the role depending on their interests and experience, and in response to the priorities of the Institute. This role will report to the Head of the Executive Office.
HOW YOU WILL MAKE AN IMPACT
- Calendar management: Maintain and organise the schedule of the CEO, engaging with the appropriate colleagues to ensure seamless co-ordination of meetings, appointments, and travel arrangements (national and international, coordinating across multiple time zones as necessary), and anticipating the need for internal preparation sessions in advance.
- Preparation: Coordinate with colleagues across the Institute to ensure relevant briefings, scripts and slides are provided in an appropriate and timely manner, supporting and contributing as required.
- Communication: Work with colleagues in the Executive Office to liaise between the CEO and their internal/external stakeholders. This includes screening and prioritising emails, phone calls and requests for decisions as well as drafting correspondence and communicating actions and outcomes.
- Prioritisation: Build strong relationships with and develop and maintain a comprehensive knowledge of areas and stakeholders for the CEO, to inform prioritisation of demands on their time and to proactively manage potential conflicts.
- Meeting coordination: Arrange and coordinate meetings, conferences, and video calls, ensuring attendees have the appropriate arrangements in place. Research and book venues, prepare agendas, ensure all necessary resources are in place, promptly dealing with unplanned changes. Meeting minutes and note taking from time to time.
- Information management: Manage inboxes of the CEO, as well as organising files, records, and documents and the handling of sensitive information, maintaining discretion and confidentiality.
- Operational support: Ensure the smooth running of day-to-day processes in support of the CEO, including managing expenses, booking travel and managing purchase orders and invoices, all in a timely manner. Work closely with the wider Executive Office team, providing support in case of leave or other staff absence, and ensuring a delegation plan is in place where possible.
- Governance support: Liaise with the Chair and other Trustees on behalf of the CEO. Manage Trustee travel and expenses and coordinate Board away days. Work closely with the Institute’s Governance Team to support Board processes and meetings.
- Embedding AI tools: Identify and explore areas where safe and effective AI tool use can support efficient and effective working practices.
ABOUT YOU
- Degree or equivalent level of professional qualifications and/or experience.
- Extensive experience providing executive support for a CEO or a member of an executive team at a senior level.
- Extensive experience in diary management of multiple appointments and commitments, including making complex travel arrangements.
- Extremely organised with exceptional time management skills, with the ability to proactively prioritise competing priorities and multiple tasks seamlessly with excellent attention to detail.
- Proven ability to exercise diplomacy, tact and discretion in managing personal and confidential matters.
- Track record of excellent problem-solving skills, ideally in settings which require multiple stakeholders and competing interests.
- Experience working with senior stakeholders, internally and externally, across multiple sectors and managing complex inter-sectoral relationships.
- Proven ability to work independently, demonstrate initiative, and manage own workload effectively
- Proficient in use of IT systems, including Microsoft Office Suite, as well as team collaborating software tools such as SharePoint, Teams and Zoom.
- A collaborative and supportive member of a team supporting colleagues and contributing to a positive team environment.
- Commitment to EDI principles and to the Organisation values.
Please see the job description for a full breakdown of the role and person specification.
APPLICATION PROCEDURE
If you are interested in this opportunity, please click the apply button below. You will need to register on the applicant portal and complete the application form including your CV and covering letter. If you have questions about the role or would like to apply using a different format, please contact us at [email protected].
CLOSING DATE FOR APPLICATIONS: SUNDAY 06 SEPTEMBER 2026 at 23:59 (LONDON, UK, BST)
TERMS AND CONDITIONS
This full-time post is offered on a permanent basis. The annual salary is £60,000-£65,000 plus excellent benefits, including flexible working and family friendly policies, Employee-only benefits guide | The Alan Turing Institute
This is a hybrid working role, with the postholder expected to work from the office up to 4 days per week.
The Alan Turing Institute is based at the British Library, in the heart of London’s Knowledge Quarter.
EQUALITY, DIVERSITY AND INCLUSION
We value diversity of background, experience, and perspective, and are proud to be an inclusive employer. We warmly encourage applications from all backgrounds, particularly from groups currently under-represented in our sector. If you feel passionate about this role but don’t meet every single requirement, please apply – we recognise that great candidates may bring strengths beyond the criteria listed.
We are committed to making sure our recruitment process is accessible and inclusive. This includes making reasonable adjustments for candidates who have a disability or long-term condition. Please contact us at [email protected] to advise us how we can assist you.
Please note all offers of employment are subject to obtaining and retaining the right to work in the UK and satisfactory pre-employment security screening which includes a DBS Check. Full details on the pre-employment screening process can be requested from [email protected].