Executive Assistant in Sheffield

The Executive Assistant will provide high-level administrative and operational support to the CEO, Operations Director and wider senior management team. The role will act as a central coordination point across the business, supporting day-to-day operations, HR administration, office management and executive organisation. This is a varied and fast-paced role requiring excellent organisational skills, discretion, professionalism and the ability to manage multiple priorities effectively.

Main duties of the job

• Provide comprehensive administrative support to the CEO, Operations Director and senior managers.
• Manage diaries, meetings, appointments and scheduling across multiple stakeholders.
• Organise internal and external meetings, including preparation of agendas, papers and minutes.
• Coordinate travel arrangements, accommodation and itineraries where required.
• Draft correspondence, reports, presentations and business documents.
• Monitor and manage executive inboxes where delegated.
• Support with project coordination and follow-up actions.
• Maintain confidentiality when handling sensitive business and personnel matters.

HR Administration Support

• Support recruitment administration including job adverts, interview scheduling and onboarding documentation.
• Prepare employment contracts, offer letters, onboarding and HR documentation.
• Maintain employee records and HR systems ensuring GDPR compliance.
• Monitor annual leave, sickness absence and other employee records.
• Support the coordination of inductions and mandatory training.
• Assist with HR meetings, note taking and documentation preparation.
• Support policy updates and HR compliance activities.
• Liaise with Finance Manager regarding starters, leavers and contractual changes.

Operations & Business Support

• Provide administrative support to operational projects and service delivery.
• Assist with maintaining operational records, trackers and reporting system.

Office Management Duties

• Oversee day-to-day office administration and ensure the smooth running of office operations.
• Manage office supplies, equipment and facilities arrangements.
• Coordinate maintenance issues and liaise with external service providers.
• Ensure documents, filing systems and shared drives are organised and maintained.
• Support health and safety administration and general workplace organisation.
• Act as a professional first point of contact for visitors, clients and external stakeholders.

Person Specification

• Previous experience in an Executive Assistant, Personal Assistant, Office Manager or senior administrative role.
• Knowledge of employment administration and compliance processes.
• Experience supporting senior leadership teams.
• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proficient in Microsoft Office and digital systems.
• Ability to work independently and manage competing priorities.
• Professional and adaptable approach.
• Experience working within healthcare, wellbeing or regulated environments.
• Experience supporting multi-site operations.

Personal Attributes

• Highly organised and detail focused.
• Proactive and solutions driven.
• Calm under pressure.
• Professional and approachable.
• Strong interpersonal skills.
• Flexible and willing to support across different areas of the business.

Qualifications

• 5 GCSE or Equivalent at Grade C or above.
• NVQ in leadership or Office Management.

Experience

• Diligent and pays attention to detail.
• Able to work to deadlines and cross cutting demands.
• Able to hold confidential information and not breach.
• Previous CEO or Director PA support.
• Working in Health Care setting.
• Use of Semble clinical system.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£40,000 to £45,000 a year depending on experience.