Executive Assistant - Healthcare

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