Executive Assistant in Birmingham

NUPAS is recruiting for an Executive Assistant to provide high-level professional and administrative support to the Executive Team. This role requires an exceptionally organised, practical and proactive individual who can manage competing priorities with discretion, efficiency and professionalism. The successful candidate will bring an enthusiastic and solutions-focused approach, enabling them to deliver seamless executive support, coordinate governance and operational activity, and maintain robust administrative systems across the organisation. In addition to supporting the Executive team, the role includes structured business and marketing administration responsibilities, including stakeholder communications and coordinated mail-outs. It is essential that the postholder shares our commitment to patient-centred care and the right to choose, demonstrating professionalism, integrity and alignment with our values in all aspects of their work.

This advert will close early if there are a lot of applicants, so we encourage you to apply early.

• Manage complex dynamic diaries, prioritising competing demands and ensuring strategic alignment of time.
• Coordinate internal and external meetings, including preparation of agendas, briefing documents and minutes.
• Draft high-quality correspondence, reports and presentations.
• Act as first point of contact for executive-level communications, screening and prioritising appropriately.
• Maintain confidential records and handle sensitive information with discretion.
• Track distribution metrics and maintain records of engagement activity.
• Support website content updates and internal communications distribution.
• Assist in organising promotional events, stakeholder engagement sessions or service launches.
• Provide structured administrative support across departments as required.
• Develop and maintain effective electronic filing and document control systems.
• Manage the archiving of patient records.
• Coordinate travel, events and stakeholder visits.
• Maintain organisational templates and standardised documentation.
• Identify inefficiencies in executive and administrative processes and propose improvements.
• Support implementation of digital tools to improve workflow and communication.
• Contribute to developing professional administrative standards across the organisation.

NUPAS is one of the leading organisations supporting women's reproductive choices. Pro-choice is a must.

• Proven experience as an Executive Assistant or senior administrator supporting senior leadership 3 years +.
• Experience coordinating communications or structured mail-outs.
• Strong organisational and prioritisation skills.
• Professional Discretion.
• Advanced Microsoft Office proficiency (Outlook, Word, PowerPoint, Excel).
• Ability to manage confidential and sensitive information.
• Understanding of GDPR principles relating to contact databases and communications.
• Experience within healthcare, public sector or regulated environments.
• Experience supporting marketing or stakeholder engagement activity.
• Familiarity with email marketing platforms (e.g., Mailchimp or similar).
• Experience supporting board governance processes.

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.

£36,231 a year Monday to Friday 7.5 hours per day.