Executive Assistant & Office Manager
2 days ago
Oxford
Excellent Organiser? We need you! (Location: Oxford, ARC Business Park) About Us: Ivy Farm Technologies is a pioneering cultivated meat company creating sustainable, ethical alternatives to traditional meat. We’re building the future of food, and we’d love you to be part of it. Purpose: This role plays a pivotal role in supporting the executive team by managing their priorities, optimising their schedules, and driving administrative efficiency. We're looking for a proactive, detail-oriented individual with a passion for helping others succeed. Operating in a fast-paced environment, this role ensures seamless operations while embodying the organisation’s values of reliability, respect, and excellence. Key responsibilities: (a flavour but not limited to) Time and Schedule Management • Manage executive calendars, appointments, and travel arrangements, ensuring time is optimally allocated for productivity, • Coordinate complex travel itineraries, including handling last-minute changes Communication and Confidentiality • Manage incoming and outgoing communications (emails, calls, reports) with professionalism and discretion, • Maintain strict confidentiality when handling sensitive information Document and Meeting Management • Prepare, edit, and organise correspondence, presentations, and other documentation, • Schedule, coordinate, and facilitate meetings, including preparing agendas, recording minutes, and tracking action items Project and Event Organisation • Support project coordination by tracking progress and ensuring deadlines are met, • Plan and execute internal and external events, handling logistics and vendor coordination Administrative and Office & Personal Support • Perform general administrative duties, including filing, copying, and scanning, • Provide personal assistance as required, such as arranging appointments or running errands, • General office duties to keep our office environment organised tidy, stocked, and generally running smoothly Research, Problem-Solving, and Financial Management • Conduct research, prepare reports, and present findings to executives, • Anticipate potential issues and proactively address them to streamline operation, • Manage expense reports, budget preparation, and adherence to financial policies, • Assist with funding rounds and fundraising activity Office Management • Ensure the office is managed in terms of stock levels and tidiness – if it moves, runs out, runs low – you’ll know about it :), • Manage the weekly on-line ordering for office consumables We are seeking an experienced and highly capable Executive Assistant / Office Manager with 5+ years’ experience in a senior administrative role who thrives in fast-paced, high-growth environments. The ideal person will bring advanced proficiency across the Microsoft Office Suite, exceptional organisational and time-management skills, and the ability to juggle multiple priorities and deadlines with confidence. You will be a clear and credible communicator, comfortable engaging with stakeholders at all levels, and trusted to handle sensitive information with the utmost discretion and confidentiality. Experience within a technology or innovation-driven organisation or start-up will be highly valued. Why Join Us? • At Ivy Farm, we value innovation, collaboration, and sustainability, • You can expect a dynamic, inclusive environment, • Opportunities for career growth and continuous learning Your Impact By joining us, you’ll help revolutionise the food industry, creating sustainable, ethical meat and making a real difference to the planet with food security. 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%, • Private health care, • Bonus, • Shares, • Oodles of coffee, tea and snacks, • Company events throughout the year, • Fabulous super cool office environment, we think that, but we’re biased :) And just to confirm, here at Ivy Farm, we're an employer that believes in creating a workplace where everyone feels included and valued, no matter who they are. No agencies thank you - any CV's received will be deemed a gift.