PA to the CEO

The Personal Assistant (PA) to the Chief Executive Officer (CEO) provides high-quality, confidential, and proactive executive support. The role is responsible for comprehensive diary and inbox management, coordination of meetings and travel, management of expenses, gatekeeping the CEO’s time, and ensuring the CEO is well-prepared through briefing and action tracking. The PA works closely with the Chief of Staff, Briefing Hub Officer, and other relevant colleagues to ensure the CEO’s meetings are appropriately supported with papers and briefings. They also liaise with colleagues supporting the Academy of Medical Sciences’ President to coordinate diaries where CEO and President activity intersect, and manage sensitive communications with discretion and professionalism.

Executive, diary & inbox management

• Provide proactive and complex diary management for the CEO, ensuring effective prioritisation and forward planning.
• Manage the CEO’s inbox, including monitoring correspondence, prioritising and responding where appropriate, and ensuring timely follow-up.
• Screen, triage, and manage incoming enquiries on behalf of the CEO, exercising sound judgement and discretion.
• Draft, prepare, and manage correspondence and documentation as required.
• Maintain accurate and well-organised electronic filing systems for the CEO’s office.

Gatekeeping, briefings & action tracking

• Act as a gatekeeper to the CEO, balancing access, prioritising meetings, and advising on scheduling trade-offs.
• Work closely with the Chief of Staff, Briefing Hub Officer and colleagues to ensure meetings are appropriately briefed and supported.
• Track key actions arising from meetings attended by the CEO, ensuring follow-up occurs and deadlines are met, without owning delivery.
• Maintain awareness of protocol, managing sensitive communications and stakeholder interactions with discretion.

Meetings, travel & expenses

• Arrange all travel and accommodation for the CEO, including itineraries and briefing packs.
• Coordinate virtual, hybrid, and in-person meetings, including booking rooms, managing technology (Microsoft Teams), and arranging catering.
• Prepare, submit, and track the CEO’s expenses in line with Academy policies, liaising with the Finance team as required.

Governance & corporate support

• Provide administrative support to the CEO in relation to governance activity, including meetings involving the Academy’s Council Members, President, and Honorary Officers, as required.
• Liaise with PAs and administrative colleagues supporting the President to coordinate diaries, particularly where joint meetings or shared commitments arise.
• Support the coordination of CEO-related papers, briefings, and follow-up actions arising from senior meetings.

Corporate events & internal coordination

• Support the planning and delivery of corporate events attended or hosted by the CEO, including the Annual General Meeting (AGM), New Fellows’ Admissions Day, named lectures, and other ad-hoc events.
• Assist with coordination of all-staff meetings, senior leadership meetings, and cross-Academy activity involving the CEO.
• Provide diary and administrative support for ad-hoc cross-Academy projects requiring CEO involvement.

Systems & information management

• Maintain and update records within the Academy’s Customer Relationship Management (CRM) database (Salesforce), finance software (Iplicit) and other digital systems, as required.
• Support updates to internal systems and website content related to CEO or corporate activity, where appropriate.

Skills, experience & abilities

• Proven experience providing high-level PA or Executive Assistant support to a senior leader.
• Excellent written and verbal communication skills.
• Exceptional organisational skills and attention to detail.
• Confidence working with senior stakeholders and external organisations.
• Ability to manage multiple priorities with discretion and sound judgement.
• Strong IT skills, including Microsoft Office and CRM databases.
• Experience managing senior-level diaries, inboxes, travel, expenses, and briefing coordination.
• Experience in gatekeeping, action tracking, and protocol management.

Personal attributes

• Highly organised, proactive, and calm under pressure.
• Discreet, trustworthy, and professional.
• Collaborative and confident working with senior colleagues.
• Flexible and adaptable to changing priorities.
• Strong commitment to the Academy’s mission, values, and public benefit.

Benefits

• We provide a comprehensive benefits package.
• Generous pension scheme with flexible contributions – we contribute between 8% – 13% of your gross salary (with employee contributions of 3% – 8%).
• Life assurance at three times your salary.
• Hybrid and agile working. 50% office attendance.
• 26 days annual leave, plus Christmas closure days and bank holidays.
• Buying and selling leave.
• Family-friendly policies including enhanced maternity and paternity leave (subject to a qualifying period).
• Complimentary subscriptions to Headspace and Classpass to support physical and mental wellbeing.
• Support through tailored learning and development.
• A range of enhanced benefits become available once you’ve completed your probation period.