Associate Executive Assistant

About the role

Main Purpose of Job: To provide comprehensive executive and operational support to senior leaders across Commercial, Scientific, Medical Affairs, and U.S. Commercial functions. This role goes beyond traditional administrative support and is designed for an ambitious, early-career professional who is eager to learn the business, take ownership of operational priorities, and contribute to cross-functional execution.

Responsibilities

• Efficiently manage the complex calendars of senior executives, coordinating internal and external meetings, calls, leadership forums, and events.
• Ensure executive time is optimized and key priorities are appropriately sequenced.
• Proactively identify and resolve scheduling conflicts, manage last-minute changes, and communicate updates with tact, professionalism, and sound judgment.
• Organize and manage detailed domestic and international travel arrangements, including flights, accommodations, visas, ground transportation, and itineraries.
• Anticipate the needs of executives while ensuring compliance with company travel policies and budget constraints.
• Prepare meeting agendas, briefing materials, presentations, reports, and other documents required to support executive and leadership-team meetings.
• Cook up governance committee meetings and leadership meetings, including scheduling, agenda development, collection and distribution of materials, attendee coordination, and follow-up.
• Track meeting actions, decisions, owners, and deadlines, helping ensure timely follow-through across stakeholders and functions.
• Schedule and manage multiple Commercial leadership meetings involving large groups of attendees.
• Support special projects and operational priorities across Commercial, Scientific, Medical Affairs, and U.S. Commercial functions, stepping in wherever needed to help move work forward.
• Assist with the planning and execution of events, meetings, conferences, and off-site activities, liaising with other staff members and external vendors where necessary.
• Provide, as needed, administrative support for U.S. Commercial events by overseeing rooming-list logistics for event participants and tracking and managing airfare details for attendees.
• Schedule onboarding one-to-one meet-and-greets with appropriate senior leaders.
• Execute onboarding tasks by managing assigned checklist items and ensuring timely completion.
• Schedule interviews and provide evaluation feedback when needed.
• Track and manage departmental budgets and interface with members of the Finance team to ensure spending is in line with budgets.
• Process expenses, manage expense reports, enter purchase orders, and enter monthly timesheets using relevant company systems, as needed.
• Manage all aspects of office services, as required.
• Evaluate and assist in developing office policies and procedures to improve workflow and anticipate future needs as the organization grows.
• Provide backup support to other site administrators as needed.
• Build strong, long-lasting relationships with internal colleagues, external partners, and vendors.
• Utilize exceptional computer skills, including advanced proficiency in Microsoft Office Suite and calendar-management software, to optimize daily operations.
• Explore and use technology, automation, and AI tools responsibly to help solve problems, streamline workflows, organize information, improve communication, and increase efficiency.
• Identify opportunities to improve administrative, meeting-management, and cross-functional business processes.
• Develop a broad understanding of the organization, its priorities, and how its functions work together in order to become an increasingly effective operational partner to senior leaders.

Requirements

Education, Experience and Knowledge:

• 3+ years’ experience as an administrative assistant, business operations, project coordinator, or in a related function.
• Bachelor’s degree required, scientific field preferred.
• Discreet handling of confidential documents and other sensitive information.
• Pharmaceutical, biotechnology, healthcare, or life sciences experience preferred.
• Advanced computer skills, particularly Microsoft Office Suite, including Word, Outlook, PowerPoint, and Excel.
• Comfortable learning and applying new technology, including AI-enabled productivity and workflow tools.
• Demonstrated ability to manage multiple tasks, competing priorities, and agreed deadlines while working effectively under pressure.
• Strong organizational, planning, project-management, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to work both independently and collaboratively as part of a team.
• Ability to exercise sound judgment, demonstrate initiative, and take ownership of work.
• Knowledge of office administrative practices and procedures.
• A proactive, adaptable, and growth-oriented mindset, with a willingness to learn all aspects of the business and contribute beyond traditional administrative responsibilities.

Qualifications

Annual salary range for US: $65,000 - $105,000
This position is eligible for standard Company benefits, including medical, dental, vision, time off and 401k, as well as participating in Immunocore's annual incentive plans. Incentive plans are contingent on achievement of personal and company performance. Actual compensation may vary from posted hiring range based upon geographic location, work experience, education, and/or skill level.

Benefits

This position is eligible for standard Company benefits, including medical, dental, vision, time off and 401k, as well as participating in Immunocore's annual incentive plans. Incentive plans are contingent on achievement of personal and company performance. Actual compensation may vary from posted hiring range based upon geographic location, work experience, education, and/or skill level.

Pay

Annual salary range for US: $65,000 - $105,000

Schedule

N/A