SUMMARY
As an Executive Assistant you will keep Civia Health's senior leaders organized, prepared and focused on what matters most. You will support [the CEO and 1–2 C-suite leaders], the role manages complex calendars across US and UK time zones, coordinates meetings, travel and events, prepares materials, and acts as a trusted point of contact for internal teams, sponsors and partners. The role suits someone who thrives in a fast-paced, growing organization, anticipates needs before they're raised, and handles confidential information with discretion.
KEY RESPONSIBILITIES
Calendar & Time Management
As an Executive Assistant you will keep Civia Health's senior leaders organized, prepared and focused on what matters most. You will support [the CEO and 1–2 C-suite leaders], the role manages complex calendars across US and UK time zones, coordinates meetings, travel and events, prepares materials, and acts as a trusted point of contact for internal teams, sponsors and partners. The role suits someone who thrives in a fast-paced, growing organization, anticipates needs before they're raised, and handles confidential information with discretion.
KEY RESPONSIBILITIES
Calendar & Time Management
- Manage complex, frequently changing calendars across US and UK time zones.
- Prioritize meeting requests and protect focus time based on business priorities.
- Schedule internal meetings, board and investor meetings, and sponsor or partner calls.
Meetings & Communications
- Prepare agendas, briefing notes and presentations; take minutes and track action items to completion.
- Draft and proofread correspondence, reports and executive communications.
- Screen and prioritize emails and calls, responding on the executive's behalf where appropriate.
Travel & Events
- Plan domestic and international travel, including itineraries, accommodation and visas.
- Coordinate leadership offsites, site visits, team events and board meetings, including logistics and budgets.
Administration & Coordination
- Process expense reports and invoices, and track budgets for the executive office.
- Maintain organized files, contact lists and document records.
- Coordinate with Finance, Human Strategy, Operations and site teams to move work forward.
Special Projects
- Support special projects, including research, data gathering and tracking progress against deadlines.
- Identify ways to improve processes and tools for the executive office.
REQUIRED EDUCATION & EXPERIENCE
- GCSEs (or equivalent).
- At least 3 years of experience as an executive or senior administrative assistant, supporting director level or above.
- Proven experience managing complex calendars and travel across time zones.
- Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
- Excellent written and verbal communication skills.
- Exceptional organizational skills, attention to detail and ability to manage competing priorities.
- Sound judgment and discretion in handling confidential information, including compensation and people matters.
- Ability to build trusted relationships with executives, employees, sponsors and partners.
PREFERRED EXPERIENCE
- Degree, HND or a relevant qualification (e.g. Level 3 Business Administration), or equivalent experience.
- Experience in healthcare, clinical research, life sciences or a start-up environment.
- Experience supporting board meetings or investor relations.
- Familiarity with expense management, e-signature and project tracking tools.
Executive Assistant-Leeds, UK employer: Civia Health
At Civia Health, we are not just offering a job; we are inviting you to join a mission that prioritises patient empowerment and innovative clinical research. Our collaborative and inclusive work culture fosters professional growth while ensuring that every team member plays a vital role in reshaping the future of clinical trials. With competitive compensation, generous benefits, and a commitment to health equity, Civia Health is an exceptional employer for those looking to make a meaningful impact in their community.
