Executive Assistant to CEO

About us

We are Digital Science and we are advancing the research ecosystem. We are a pioneering technology company, and our vision is of a future where a trusted and collaborative research ecosystem drives progress for all. We believe in better, open, collaborative and inclusive research. In creating the next generation of tools and working in partnership with the community we tackle some of the biggest challenges to research. In order to achieve our vision, we need innovative, inspiring and dynamic people to join our team. Want to join us?

Your new role

To provide high-level, proactive executive-level administrative and strategic operational support to the CEO and US-based Management Board members of Digital Science. The primary focus of this position is to streamline executive workflows, serve as a trusted operational liaison, and drive cross-functional alignment across senior leadership teams.

This role plays a critical part in ensuring maximum operational efficiency across the executive suite. Key responsibilities include managing complex, global diary and meeting coordination, facilitating seamless communication channels, handling high-priority ad-hoc projects, and fostering robust executive-level collaboration and coordination within Digital Science, its subsidiaries, and the wider group.

Please note - due to business need, we can only accept applications from candidates who reside in the US, where we have an established legal entity.

If you apply from outside of this area, your application will not be considered.

Please be aware that we may close this position early if we receive a high volume of applications, so we encourage you to apply promptly.

What you’ll be doing

• Meeting Management & Scheduling: Arranging and managing internal and external meetings on behalf of the CEO and US-based Management Board members - from creating agendas, collaborating with colleagues to prepare meeting content, drafting agenda templates, checking actions are captured and communicated, to booking rooms and providing end-to-end support. This includes scheduling all Management Board meetings, making sure all stakeholders are aligned, and taking lead responsibility for coordinating meetings.
• Diary & Board Support: Managing and coordinating diaries across the US-Based Management Board members (as required).
• Travel Coordination: Supporting travel arrangements for CEO and US-based Management Board members, including flights, hotels, visa applications, itineraries and managing and recording expenses in Concur.
• Executive Communications & Information Flow: Facilitating seamless communication across the Management Board, Executive Team, and wider leadership teams by managing shared repositories, circulating key operational updates, and ensuring company documentation is structured and readily accessible. Partnering with the SVP of Operations to establish and refine executive administration frameworks, while leveraging advanced AI productivity tools to streamline executive correspondence, summarise high-level meetings, and optimise cross-functional information workflows.
• Event & Off-Site Organisation: Taking full responsibility for arranging and coordinating Management Board off-site meetings and other off-site events when they fall in their territory. This includes sourcing venues, booking all hotels and restaurants, providing on-site support, coordinating agendas and speakers, and managing invoices.
• Executive Project Support: Conducting research, gathering information, taking meeting notes, preparing presentations, and assisting with company software systems (NetSuite, Google Suite, Salesforce, Concur etc.).
• Executive Alignment & Collaboration: Collaborating closely with the London-based Executive Assistant to ensure seamless cross-functional alignment and coordination across global executive support teams.
• Ad Hoc Requests: Projects or analysis that the CEO might request from time to time.

What you’ll bring to the role Experience

• Demonstrable experience providing executive-level support to C-suite executives and senior leadership teams.
• Proven track record in complex diary management, global travel booking, and event planning/coordination.
• Experience working with enterprise productivity and management platforms (e.g., Google Workspace, Salesforce, NetSuite etc).
• Relevant experience in leveraging AI productivity tools to scale executive support and optimise operational workflows is desired, but not essential as training will be provided.

Skills

• Friendly, enthusiastic, reliable, and process-oriented with strong organisational capabilities.
• Exceptional verbal and written communication skills across phone, email, and in-person interactions.
• Strong problem-solving, out-of-the-box thinking, and technical/data skills with meticulous attention to detail.
• Ability to work independently, think proactively, prioritise workload, and work calmly under pressure.
• Proficiency in leveraging AI productivity tools and assistants to scale executive support and optimise operational workflows.
• Absolute discretion and confidentiality when handling sensitive company information.
• Ability to form new professional relationships throughout an organisation.

Qualifications

• Relevant bachelor's degree or equivalent executive support / administrative qualification preferred.

We're looking for people who are naturally curious about AI and comfortable exploring how it can improve the way we work - you don't need to be an AI expert, but an openness to experiment and adapt is important to us.

Don't worry if you don't meet every qualification - let us be the judge! Studies show that many qualified candidates from under-represented groups hesitate to apply unless they meet every single requirement. We are dedicated to building a diverse and inclusive team and strongly encourage you to submit your application.

Living our Values We invest in, nurture and support innovative businesses and technologies that make all parts of the research process more open, efficient and effective.

The talent we secure is fundamental to us achieving our vision and our growth plans. The values we live by are:

We are brave in the pursuit of better We are collaborative and inclusive We are always open-minded We are from and for the community

At Digital Science, our vision is to see research flow seamlessly – trusted, collaborative, and accessible – fueling breakthroughs that push humanity forward. This ambitious mission is one we achieve together, by enabling open, collaborative, inclusive research.

We firmly believe that to truly innovate and solve the complex challenges faced by our customers, from researchers and universities to funders and publishers, we need diverse perspectives, experiences, and ideas. A rich mix of voices drives quality insights, fosters enhanced collaboration, and ultimately pushes knowledge forward more effectively.

As an equal opportunity employer, we are committed to building and nurturing a workplace where every individual feels valued and belongs. All applicants will be considered for employment without attention to race, colour, religion, age, sex, sexual orientation, gender identity, national origin, veteran, or disability status. Beyond recruitment, we strive to cultivate an environment where inclusivity is woven into the fabric of our culture, enabling everyone to be their best self and do their best work.