Executive Assistant - Fluent English & German

Job Title: Executive Assistant

Reports To: Managing Partner administration

Employment Type: Full-time, London Office based

Company Description:

4BIO Capital is a venture capital firm headquartered in London focused on life sciences. We evaluate and invest mainly in high-growth, high-return segments of biotech.

Our objective is to invest in, support, and grow early-stage companies developing treatments in areas of high unmet medical need, with the ultimate goal of ensuring access to these potentially curative therapies for all patients.

Our global team spans multiple geographies, including London, Germany, Switzerland, Singapore, Japan and the US.

We are looking to add a London-based Executive Assistant to support our UK and European Partners and broader European team.

Job Description:

The Executive Assistant will play a dual role: providing proactive executive support to the UK and European Partners, based in London, Zurich and Munich, while also managing day-to-day office operations and providing administrative support to the broader European team. This is a hands-on role in a small firm, where responsibilities overlap and everyone contributes to whatever needs doing.

The ideal candidate will be an experienced, highly organised and proactive individual with exceptional attention to detail, problem-solving and interpersonal communication skills, and the ability to anticipate needs, manage competing priorities across several Partners and use sound judgement about what needs their attention.

Key Responsibilities:

1. . Organise daily office support and greet visitors to the London Office
2. Answer incoming phone calls, take messages, and redirect inquiries.
3. Sort, open, and distribute incoming mail and packages.
4. Manage the Partners' complex calendars, prioritising competing requests and resolving conflicts, and schedule meetings across multiple time zones, featuring multiple team members.
5. Manage Partner inboxes and correspondence where delegated, tracking actions and follow-ups so that time-sensitive matters are dealt with promptly.
6. Prepare a weekly look-ahead for the Partners, covering upcoming meetings, key background on who they are meeting, and anything that needs preparing or deciding in advance.
7. Coordinate internal and external meetings for the entire European investment team.
8. Organise and oversee domestic and international travel arrangements, including booking flights, visa applications where required, accommodation, and ground transportation.
9. Assist with the organisation of events and presentations by team members, including managing invitations, venues, catering, and travel.
10. Coordinate the logistics for portfolio company Board meetings, investor meetings, conferences and partnering events, including schedules, attendee details and meeting papers, so that Partners have what they need in advance.
11. Assist with expense management.
12. Monitor and reorder office supplies and refreshments, and inventory of office supplies, hardware, and merchandise.
13. Keep common areas and conference rooms tidy. Keep on top of basic maintenance for office equipment, such as printers and copiers, and liaise with building management or external contractors for repairs.
14. Where requested, assist in preparing materials, presentations, and meeting agendas.
15. Provide general administrative support to the wider team and take on other office tasks as business needs require.

Key Qualifications (Must Haves):

• Proven experience as an Executive Assistant supporting senior executives, ideally in investment, financial or professional services, or life sciences, and comfortable combining this with hands-on office administration.
• Excellent organisational and time-management skills with a keen eye for detail.
• Strong written and verbal communication skills.
• Proficiency in productivity tools (Microsoft Office, Google Calendar, Zoom) and the ability to learn new software quickly.
• Ability to handle confidential information with discretion and professionalism.
• A proactive, solution-oriented attitude and the ability to work independently as well as collaboratively.
• Fluency in English and German is a must

Preferred Qualifications (Nice-to-Haves):

• Experience in working with multicultural and globally distributed teams and managing cross-border communications effectively
• Experience in managing calendars for multiple people simultaneously
• Experience in planning and coordinating trips/events
• Good knowledge of suitable London venues for business meetings, lunches and dinners, and the initiative to find equivalent options in Munich, Zurich and other cities the team travels to.
• Please note that no sponsorship is available and that anyone applying must have the right to work in the UK.

Requirements added by the job poster

• 2+ years of Financial Services experience
• Authorized to work in United Kingdom