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Caristo Diagnostics, a global leader in AI technologies for cardiovascular disease and a 2026 World Economic Forum Technology Pioneer, is seeking an experienced Executive Assistant & Office Manager to join its Oxford office. This is a dynamic, hands-on role combining high-level executive support with day-to-day office management.
You will provide dedicated administrative support to two members of the Executive Leadership Team, work closely with Caristo's four founders and their PAs, and collaborate with colleagues across the UK and US. You'll be at the heart of a busy, growing healthcare technology company.
Executive Assistant Responsibilities:
- Provide proactive, high-quality primary administrative support to two senior executives based in Oxford
- Manage complex calendars, coordinate meetings across international time zones, and anticipate scheduling conflicts
- Arrange domestic and international travel, including flights, visas, accommodation, ground transportation, and detailed itineraries
- Support the CEO's EA in planning and executing Board meetings, leadership offsites, and executive gatherings
- Prepare and coordinate meeting materials, agendas, presentations, and correspondence
- Assist with meeting follow-ups, action items, and cross-team communication
- Build trusted relationships with senior leadership, colleagues, and external stakeholders while maintaining discretion
- Scan and file documents to SharePoint
- Proactively identify opportunities to improve processes and enhance executive productivity
Office Management & Operations Responsibilities:
- Greet visitors, answer phone calls, and respond to inquiries professionally
- Manage office facilities, arrange repairs and maintenance, manage cleaning contractors, and communicate with landlord
- Coordinate office safety and security measures, including emergency preparedness and fire drills
- Monitor and maintain office cleanliness, organization, and appearance
- Track office supply stocks and manage coffee/fruit deliveries
- Manage company correspondence (phone, email, letters, packages)
- Support wherever needed to ensure the office and team are well supported
HR Support Responsibilities:
- Provide administrative support to HR functions including recruitment coordination, onboarding, and employee documentation
- Assist with preparing offer letters, employment contracts, and HR correspondence
- Coordinate reference checks, employee benefits administration, and BambooHR updates
- Help organize employee engagement activities
- Handle confidential employee information with discretion
Caristo Diagnostics develops award-winning AI technology for detecting hidden heart disease and identifying people at risk of heart attack before symptoms appear. The company's flagship CaRi-Heart® technology is regulatory-approved in Europe and Australia, currently piloted in NHS sites, and has been recognized by the British Heart Foundation as a game-changing innovation.
Requirements:
- 3-5 years of proven experience in an Executive Assistant, Personal Assistant, Office Manager, or similarly broad administrative role
- Strong organizational and time-management skills with ability to manage multiple priorities and shifting demands
- Experience supporting senior-level professionals and coordinating complex calendars, meetings, and travel
- Excellent interpersonal and communication skills with confidence to interact professionally with senior executives, colleagues, and external partners
- Exceptional attention to detail and commitment to delivering high-quality work
- Proactive, resourceful, and solutions-oriented mindset
- Sound judgment, discretion, and ability to handle sensitive and confidential information
- Strong proficiency in Microsoft Office, Outlook, Teams, and other business collaboration tools
- Ability to work independently, anticipate needs, and take initiative without constant direction
- Flexible, hands-on approach and willingness to support a wide range of responsibilities
