Executive Assistant - Cambridge

Role Information:

We are seeking a proactive and highly organised Executive Assistant to support the Centre Director and work closely with our wider Senior Leadership Team. This is a unique opportunity to help shape a new role at the heart of a forward-thinking healthcare organisation. The successful candidate will be instrumental in ensuring the seamless operation of our centre, contributing to strategic projects, relationship management, centre performance tracking, and high-level administrative coordination. The Executive Assistant will be in a position that builds strong working relationships with key stakeholders, providing outstanding customer service and representing the Senior Management with professionalism and discretion.

• Location: Cambridge
• Full Time

Job Responsibilities
You will work predominantly Monday-Friday around the core hours of 9-6pm, however will need flexibility to support occasional evening meetings or events. This role offers flexible hybrid working (up to 2 days per week from home), balanced with the need to be present onsite at the Welbeck centre to support operational and clinical teams. This position as Executive Assistant is a senior administrative, providing an excellent standard of secretarial support primarily to the Centre Director to ensure the smooth operation of the Senior Management office. This will include a wide range of activities such as diary management, arranging meetings with internal/external parties, arranging events and forums, administration and minuting of meetings, and tracking actions. You will also be coordinating the complaint management, doctor practising privileges and centre wide HR and recruitment activities.

Administrative and Executive Support
• Provide professional and confidential support to the SMT, including diary management, email handling, document preparation, and timely dissemination of key information
• Coordinate internal and external communications, screen calls and visitors, and relay messages accurately and efficiently
• Prepare high-quality reports, presentations, and meeting packs using Microsoft Office tools, ensuring a consistent and professional format.

Meeting and Documentation Management
• Prepare agendas, materials, and minutes for key internal meetings, including Joint Venture Board, governance, operational and project review meetings
• Issue agendas and supporting documents in advance, attend meetings, take accurate minutes, and ensure prompt circulation of actions and outcomes
• Maintain legal and governance documents across the centre (e.g. managing onboarding/ offboarding of consultant partners)

Doctor Engagement and Governance Administration
• Support the administration of practising privileges, ensuring all required documentation is collected, up to date, and compliant with internal and regulatory standards
• Coordinate the recruitment funnels for new doctors, including outreach, meeting scheduling, and centre tours
• Maintain and update CRM (HubSpot) with doctor engagement details
• Support relationship-building through organising doctor-focused events, meetings, dinners and informal engagement opportunities

Complaints Management and Support
• Serve as the first point of contact for complaint handling, diffusing issues where possible and acknowledging formal complaints
• Coordinate investigation processes by sharing relevant information with complaint managers and compiling responses for review
• Support the Centre Director by recording all complaints, tracking deadlines and maintaining oversight for formal reporting

Human Resources and Recruitment
• Manage initial employee’s queries for HR matters such as maternity leave, sickness absence, annual leave allowance, grievances, etc.
• Assist in a range of HR services including payroll and benefits administration, leaver management and exit interviews and professional registration checks
• Coordinate recruitment by placing job vacancies on the internal website, overseeing pre-employment checks such as DBS and implementing the induction process for all new starters

Coordination and Event Planning
• Act as a key point of contact between the centre and Welbeck Health Partners’ corporate departments
• Assist with internal communications, updates, and team building events
• Provide event coordination support for the centre launch, service implementation, internal functions or external meetings hosted by the centre

Experience / Qualifications / Skills
Essential
• Proven experience as an Executive Assistant or senior-level administrative support
• Meticulous attention to detail and a proactive, solution-oriented mindset
• Strong organisational skills and ability to manage multiple tasks independently
• Clear and professional verbal and written communication (e.g. minutes, memos, reports)
• Excellent MS Outlook and calendar management skills
• Strong experience using MS Word, Excel and PowerPoint
• High level of discretion, professionalism, and attention to detail
• Confident engaging with a range of stakeholders (clinical and non-clinical)
• Ability to track and drive action points across teams

Desirable
• Experience working on legal or corporate governance documentation
• Experience within a healthcare, hospital or regulated environment
• Knowledge of medical terminology or governance processes e.g. complaint management or medical meetings
• Experience producing agendas and formal minutes for board-level or statutory meetings
• Previous use of HubSpot or similar CRM tools
• Familiarity with systems such as HR or consultant databases or similar tools

#J-18808-Ljbffr