Administrative Assistant
Location: Sheffield, UK
Hours: Full-time/part-time/flexible
About the Role
The Administrative Assistant will be responsible for supporting the company’s operational, commercial, and executive activities. You’ll work closely with the leadership team to coordinate logistics, handle administrative tasks, and keep internal processes running efficiently.
This is a varied role in a fast-paced environment ideal for someone who is detail-oriented, organised, and comfortable multitasking across administrative, scheduling, and light financial duties.
Core Responsibilities
1. General Administration and Scheduling
- Manage calendars, meetings, and appointments for company executives.
- Coordinate travel arrangements, accommodation, and itineraries for staff and visitors.
- Support the preparation of agendas, documentation, and minutes for internal meetings.
- Maintain digital and physical filing systems, ensuring records are accurate and accessible.
2. Sales and Marketing Support
- Assist with logistics for conferences, exhibitions, and customer visits – including booth bookings, registrations, travel, and accommodation.
- Support preparation and shipment of marketing materials and event collateral.
- Help organise and track sales and marketing activities in coordination with the wider commercial team.
3. Finance and Bookkeeping Administration
- Assist with bookkeeping tasks such as receipt collection, reconciliation, and expense tracking.
- Support invoice processing and supplier management.
- Coordinate with external accountants to ensure timely reporting and documentation.
4. Operational and Team Support
- Help onboard new team members and coordinate office logistics.
- Monitor office supplies, vendor relationships, and facility upkeep.
- Support cross-departmental coordination and assist in preparing internal communications or reports.
Essential Skills and Experience
- Experience in administration, office coordination, or executive support roles.
- Strong organisational and time management skills; able to manage multiple priorities simultaneously.
- High attention to detail and accuracy in scheduling, document handling, and expense reporting.
- Excellent communication skills: clear, professional, and proactive.
- Proficiency with Google Workspace or Microsoft 365.
- Discreet, trustworthy, and dependable when handling sensitive or confidential information.
Preferred Skills and Experience
- Prior experience supporting sales or marketing teams, including event coordination or CRM maintenance.
- Basic knowledge of bookkeeping or financial administration.
- Experience in scientific, technology, or startup environments.
- Comfortable operating in a small, multidisciplinary team with evolving processes.
Key Attributes
- Exceptionally organised and self-motivated.
- Strong sense of ownership and accountability for completing tasks on time.
- Adaptable and resilient under shifting priorities.
- Practical problem solver who anticipates needs before being asked.
- Positive, team-oriented attitude with a focus on enabling others to perform at their best.
What Success Looks Like
- Executive schedules, travel, and event logistics managed seamlessly.
- Administrative processes run efficiently and transparently.
- Expense reports and receipts reconciled accurately and on schedule.
- Sales and marketing activities supported smoothly, with no missed deadlines.
- Teams are enabled to focus on high-impact work because operational details are consistently under control.
About Exciting Instruments
Exciting Instruments, a spinout from the University of Sheffield, is developing advanced technology that lets researchers observe and measure how individual molecules behave and interact – helping to uncover new insights in biology, medicine, and drug discovery.
Founded in 2022, we are scaling rapidly across R&D, manufacturing, and commercial operations. To support our growth, we’re seeking an Administrative Assistant to provide broad operational, scheduling, and administrative support to the team.
This role is central to ensuring smooth day-to-day operations: from organising travel and managing diaries to helping coordinate events, process expenses, and maintain company records.
What We Offer
- Competitive salary
- 4% employer pension contribution
- 26 days annual leave