At a Glance
- Tasks: Provide high-quality support to the CEO, managing diaries, meetings, and communications.
- Company: Join a leading Academy of Medical Sciences with a mission-driven culture.
- Benefits: Enjoy a competitive salary, generous pension, hybrid working, and wellness subscriptions.
- Other info: Flexible work environment with opportunities for personal and professional growth.
- Why this job: Be at the heart of decision-making and make a real impact in a prestigious organisation.
- Qualifications: Experience as a PA or Executive Assistant, with strong organisational and communication skills.
The predicted salary is between 35560 - 35560 £ per year.
We are looking for a Personal Assistant (PA) to the Chief Executive Officer (CEO), to provide high-quality, confidential, and proactive executive support. You will be responsible for comprehensive diary and inbox management, coordination of meetings and travel, management of expenses, gatekeeping the CEO’s time, and ensuring the CEO is well-prepared through briefing and action tracking.
As PA to the CEO, you will work closely with the Chief of Staff, Briefing Hub Officer, and other relevant colleagues, to ensure the CEO’s meetings are appropriately supported with papers and briefings. You will also liaise with colleagues supporting the Academy of Medical Sciences’ President, to coordinate diaries where CEO and President activity intersects, and will manage sensitive communications with discretion and professionalism.
About the role
- Executive, diary & inbox management: Provide proactive and complex diary management for the CEO, ensuring effective prioritisation and forward planning. Manage the CEO’s inbox, including monitoring correspondence, prioritising and responding where appropriate, and ensuring timely follow-up. Screen, triage, and manage incoming enquiries on behalf of the CEO, exercising sound judgement and discretion. Draft, prepare, and manage correspondence and documentation as required. Maintain accurate and well-organised electronic filing systems for the CEO’s office.
- Gatekeeping, briefings & action tracking: Act as a gatekeeper to the CEO, balancing access, prioritising meetings, and advising on scheduling trade-offs. Work closely with the Chief of Staff, Briefing Hub Officer and colleagues to ensure meetings are appropriately briefed and supported. Track key actions arising from meetings attended by the CEO, ensuring follow-up occurs and deadlines are met, without owning delivery. Maintain awareness of protocol, managing sensitive communications and stakeholder interactions with discretion.
- Meetings, travel & expenses: Arrange all travel and accommodation for the CEO, including itineraries and briefing packs. Coordinate virtual, hybrid, and in-person meetings, including booking rooms, managing technology (Microsoft Teams), and arranging catering. Prepare, submit, and track the CEO’s expenses in line with Academy policies, liaising with the Finance team as required.
- Governance & corporate support: Provide administrative support to the CEO in relation to governance activity, including meetings involving the Academy’s Council Members, President, and Honorary Officers, as required. Liaise with PAs and administrative colleagues supporting the President to coordinate diaries, particularly where joint meetings or shared commitments arise. Support the coordination of CEO-related papers, briefings, and follow-up actions arising from senior meetings.
- Corporate events & internal coordination: Support the planning and delivery of corporate events attended or hosted by the CEO. This could include the Annual General Meeting (AGM), New Fellows’ Admissions Day, named lectures, and other ad-hoc events. Assist with coordination of all-staff meetings, senior leadership meetings, and cross-Academy activity involving the CEO. Provide diary and administrative support for ad-hoc cross-Academy projects requiring CEO involvement.
- Systems & information management: Maintain and update records within the Academy’s Customer Relationship Management (CRM) database (Salesforce), finance software (Iplicit) and other digital systems, as required. Support updates to internal systems and website content related to CEO or corporate activity, where appropriate.
Requirements
- Skills, experience & abilities: Proven experience providing high-level PA or Executive Assistant support to a senior leader. Excellent written and verbal communication skills. Exceptional organisational skills and attention to detail. Confidence working with senior stakeholders and external organisations. Ability to manage multiple priorities with discretion and sound judgement. Strong IT skills, including Microsoft Office and CRM databases. Experience managing senior-level diaries, inboxes, travel, expenses, and briefing coordination. Experience in gatekeeping, action tracking, and protocol management.
- Personal attributes: Highly organised, proactive, and calm under pressure. Discreet, trustworthy, and professional. Collaborative and confident working with senior colleagues. Flexible and adaptable to changing priorities. Strong commitment to the Academy’s mission, values, and public benefit.
Benefits
- Generous pension scheme with flexible contributions – we contribute between 8% - 13% of your gross salary (with employee contributions of 3% - 8%)
- Life assurance at three times your salary
- Hybrid and agile working. 50% office attendance.
- 26 days annual leave, plus Christmas closure days and bank holidays
- Buying and selling leave
- Family-friendly policies including enhanced maternity and paternity leave (subject to a qualifying period)
- Complimentary subscriptions to Headspace and Classpass to support your physical and mental wellbeing
- Support through tailored learning and development
- A range of enhanced benefits become available once you’ve completed your probation period
PA to the CEO - Hybrid employer: The Academy of Medical Sciences
Join a dynamic and supportive environment as a Personal Assistant to the CEO, where your contributions will be valued and recognised. With a generous benefits package, including a robust pension scheme, hybrid working options, and a strong commitment to employee development, you will thrive in a culture that prioritises work-life balance and professional growth. Located in London, this role offers the unique opportunity to engage with senior stakeholders while supporting the Academy's mission to advance medical sciences.
Contact Details:
The Academy of Medical Sciences Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land PA to the CEO - Hybrid
✨Get Your Foot in the Door with Temp Agencies
Temporary roles in HR are often filled through agencies. Reach out to temp agencies that specialise in HR placements. They can help you find gigs quickly and give you a chance to demonstrate your skills in real-world scenarios.
✨Network at HR Events and Workshops
Dive into local HR events, workshops, and seminars. These are great opportunities to meet professionals already in the field and might lead to temporary positions. Be sure to have a chat, exchange contacts, and express your interest in on-the-spot opportunities!
✨Showcase Your Flexibility
In the temporary HR world, being adaptable is key. When you're networking or interviewing, highlight your ability to quickly learn and fill diverse roles, from recruitment to employee onboarding. Make it clear that you’re ready to dive in at any time!
✨Apply Directly Through Our Website
Don’t forget to check out the opportunities at The Academy of Medical Sciences and apply directly via our website. This way, you can express your interest in temporary roles and get ahead in the application process!
We think you need these skills to ace PA to the CEO - Hybrid
Some tips for your application 🫡
Show Off Your People Skills:In HR, showcasing your interpersonal skills is key. Make sure your CV highlights any experience you have dealing with talent management, resolving conflicts, or facilitating workshops. We want to see your ability to connect with others!
Tailor Your CV to HR:Use HR-specific language in your CV and cover letter. Mention any specific HR tools, software, or methodologies you’re familiar with, like ATS systems or performance management frameworks. This will show that you’re not just a good fit, but you've got the know-how to back it up!
Emphasise Your Flexibility:Since this is a temporary role, emphasising your adaptability and willingness to learn quickly is crucial. Include examples of how you've successfully jumped into new environments before or handled sudden changes in previous jobs. We love a team player who can hit the ground running!
Availability Matters:In your application, make sure to clarify your availability and commitment to the temporary position. This will help us understand when you can start and how you fit into our plans at The Academy of Medical Sciences. So, don’t be shy about laying it all out there!
How to prepare for a job interview at The Academy of Medical Sciences
✨Showcase Your Adaptability
Given that this is a temporary HR role at The Academy of Medical Sciences, it's crucial to demonstrate your flexibility and ability to adapt quickly. You might be thrown into new projects or systems, so share examples of how you've successfully navigated changes in past roles.
✨Familiarise Yourself with HR Tools
Many HR positions require familiarity with tools like HRIS or ATS systems. Before the interview, brush up on the specific software that The Academy of Medical Sciences uses—if you see any mentioned in the job posting, make sure you're ready to discuss them and your experience with similar tools.
✨Your Motivation Matters
As a temp, it's essential to convey your motivation for this role. Employers often look for candidates who are not just filling a position, but who are genuinely keen on contributing effectively in a short period. Consider sharing why you’re passionate about HR and how you see yourself adding value at The Academy of Medical Sciences.
✨Prepare for Real-World Scenarios
HR interviews often include situational questions that test your problem-solving skills. Think about common HR challenges, like dealing with conflict or managing onboarding efficiently, and prepare to discuss how you would handle these situations at The Academy of Medical Sciences.
