Our client is a leading & well established healthcare company. They are currently looking for a strong Executive Assistant to provide high-level administrative support to the CEO, CPO and CFO, managing complex and changing diaries, ensuring optimal prioritisation and use of time.
Main Duties:
- Support CSuite in preparation for Board, Governance and other Leadership Meetings as required
- Provide administrative support on confidential HR, finance and strategic matters as required
- Coordinate travel arrangements, events and stakeholder visits
- Proactively identify opportunities to improve administrative processes and practices
- Undertake any other duties as may be required as per the needs of the business that may be requested.
Executive Support
- Efficiently manage dynamic diaries and schedules for CSuite members, coordinating internal and external meetings, and dealing with any last-minute changes and request, whilst ensuring optimal use of their time
- Proactively identify and resolve scheduling conflicts, and anticipate future demands
- Prepare weekly briefings, highlighting priorities, travel requirements, and action items
- Provide high-level administration support to the CSuite, including diary management, inbox prioritisation, travel coordination, drafting of agendas, distribution of meeting materials, and minute-taking at Board, CSuite and leadership meetings
- Coordinate travel arrangements and times, including accommodation and transportation, as well as expense management
- Handle sensitive and confidential information with absolute integrity and discretion
- Assist the CSuite in driving forward strategic initiatives by monitoring project milestones, updating trackers, and helping coordinate input from wider teams
- Draft, proofread and edit documents for accuracy and clarity
- Maintain oversite of SLT holidays and ensure coverage for business continuity
Communication & Liaison
- Act as the primary liaison between the CSuite and internal/external stakeholders, ensuring timely and clear communication
- Organise, prepare for, and attend key meetings including Board, CSuite and SLT meetings
- Draft agendas in collaboration with relevant leaders, circulating pre-reading materials, taking accurate and concise minutes and tracking follow-up actions
- Maintain an efficient system for capturing, storing, and retrieving meeting documentation
- Support the Board members in the collation, formatting and distribution of Board papers and reports
- Act at point of contact for key Stakeholders where appropriate, managing any logistical support and meeting arrangements
- Act as key point of contact for cross-functional collaboration involving CSuite on key projects
- Draft, proofread and format reports, presentations and correspondence on behalf of the CSuite
- Manage highly sensitive and confidential information with professionalism and discretion
- Support the drafting of CSuite-level communications and maintain appropriate record keeping
- Serve as an approachable representative of the CSuite to both internal colleagues and external stakeholders
Office Management
- Oversee the smooth day-to-day running of the central support office, ensuring a safe, welcoming, and well-maintained environment
- Manage relationships with external suppliers and service providers (e.g. cleaners, maintenance, office supplies)
- Order and maintain stationary, equipment and office consumables in line with budgets
- Coordinate health and safety checks, office risk assessments, and compliance with facilities-related regulations
- Manage the receiving and sending of post, including opening of post and directing to appropriate individuals
- Act as the first point of contact for office-related queries and visitors to the site
Requirements
- Strong previous work experience as an EA or PA to Board-Level members or similar
- An exceptional organiser with strategic prioritisation of time and tasks, and a deep understanding of confidentiality
- Strong experience in managing complex calendars, travel arrangements, and confidential information
- A highly skilled communicator, both written and verbal, who can lead without authority and influence to achieve the best outcome.
- Solution-focused with the ability to think of creative and innovative solutions
- Self-motivated, and a strong attention to detail
- Proficient and efficient in Microsoft Office Suite and digital collaboration tools (e.g. Outlook, Teams, Zoom, Word, Powerpoint)
- Able to effectively manage competing priorities under pressure and adapt quickly to change
- Strong interpersonal skills with the ability to build positive relationships across all levels of the organisation
- Familiar with board-level governance and reporting practices
- A can-do, positive and engaging attitude
- Flexibility to occasionally support out of hours
