Executive Assistant to the CEO Office & medical Directorate in London

ABOUT MEDEFER

Medefer is a pioneer in virtual-first specialist healthcare. Founded by NHS consultants over a decade ago, we were delivering consultant-led virtual outpatient care well before “virtual hospitals” became a national priority. Our model has since been cited in government and NHS England material on the NHS Online vision as one of the service models informing this direction. We sit at the intersection of clinical provider and technology company. Our CQC-registered service is powered by Medefer’s own electronic health record and referral platform, connecting GPs, consultants, diagnostic providers and hospitals into a single coordinated system. This approach has won multiple national awards for elective recovery, innovation and impact, and we now serve both NHS partners and private patients across the UK.

Medefer is built on three principles: innovate to solve real system problems, collaborate with clinicians and partners, and put patients first in every decision. As we scale across Integrated Care Systems and grow our private services, joining now means helping to define what modern specialist care looks like - and owning the financial strategy behind it.

ROLE OVERVIEW:

Medefer is looking for an experienced Executive Assistant to join our EA team, providing proactive, high-quality support across both the Medical Directorate and CEO Office. This is a role for an individual who demonstrates strong ownership and accountability. We are seeking someone who can rapidly develop autonomy, proactively identify priorities and take appropriate action without requiring prompting or reminders. The successful candidate will be expected to provide clear updates on progress and requirements, articulating what has been completed and where input or escalation is needed, while exercising sound judgement in determining when to seek guidance.

This is a pivotal role for someone who thrives in a fast-paced environment, can manage complex priorities with confidence, and enjoys taking ownership of processes from start to finish. You’ll play a key role in supporting the Medical Directorate, executive governance and wider EA function, while providing cover and resilience across the team. The role also offers the opportunity to develop your experience in quality management and ISO accreditation, with potential to become an ISO internal auditor and contribute to future ISO audits and accreditation activity.

KEY RESPONSIBILITIES:

• Provide proactive EA support including complex diary management, email management, meeting preparation, minute-taking and action tracking.
• Take ownership of Medical Directorate and Clinical Lead meetings, including agendas, papers, minutes and follow-up.
• Support Responsible Officer meetings, appraisals, revalidation and clinical governance activity.
• Work closely with the EA to the CEO on CEO Office priorities, including meeting follow-up, action tracking, diary coordination, travel and logistics.
• Proactively chase actions, deadlines and outstanding information from senior colleagues, using tact and confidence.
• Support the fortnightly All Hands meeting and confidently host/present All Hands when covering for the EA to the CEO.
• Provide governance and committee administration, ensuring actions are assigned, followed up and completed.
• Own routine operational processes such as SOP and policy reviews, version control, DSEs, Health & Safety actions and documentation, without needing regular reminders.
• Support ISO accreditation and quality management activities, including maintaining evidence and documentation, supporting audits and, with appropriate training, developing towards an ISO Internal Auditor role.
• Maintain accurate records, audit trails and document management across systems including Asana, Confluence, SharePoint and Radar.
• Provide wider EA team cover and support to the SLT and Board when required.
• Handle confidential and sensitive information with discretion and professionalism.

QUALIFICATIONS, EXPERIENCE, SKILLS AND COMPETENCIES:

• A minimum of 4 years' experience supporting senior leaders or executive teams in a fast-paced environment.
• A clear track record of working with increasing autonomy and using initiative.
• Confidence managing competing priorities and knowing what needs attention without being prompted.
• The ability to politely and persistently chase senior people and keep actions moving.
• Strong attention to detail and a genuine appreciation for process, version control, governance and audit trails.
• Excellent communication and stakeholder management skills.
• Strong Microsoft Office skills and experience with systems such as Asana, Confluence or similar.
• A calm, adaptable and resilient approach, with good judgement about when to act independently and when to elevate.
• Confidence presenting or hosting meetings, including All Hands, when required.
• An interest in quality management, ISO standards and continuous improvement, with a willingness to develop auditing skills.
• A willingness to use and learn AI tools to improve how you work.
• Experience in a regulated, clinical, governance or ISO-certified environment is desirable, as is knowledge of Health & Safety.

BENEFITS:

• 28 days annual leave plus bank holidays (pro rata if part time)
• Workplace pension
• Private healthcare after probation
• Employee Assistance Programme and wellbeing support
• Discount schemes
• Career development, training and progression opportunities, including potential development towards ISO Internal Auditor responsibilities

WORKING ARRANGEMENTS AND KEY TERMS:

This is a hybrid role, with the ability and willingness to attend our office near Paddington up to one day per week as required. Most hours will be 9am–5pm, although some earlier starts or later finishes will be required to support clinical meetings. Hours will be adjusted within the week to maintain 35 hours. You must have the right to work in the UK and be able to work from a private, confidential space when working remotely. A relevant DBS check and satisfactory employment references will be required.

Medefer is a Disability Confident Employer. We commit to interviewing applicants who declare a disability and meet the minimum essential criteria for the job. If you would like to be considered under this scheme, please let us know in your application or by contacting our recruitment team. Medefer fully complies with the Equality Act 2010. We are an equal opportunities employer, value diversity and welcome applications from candidates of all backgrounds.