Job Description

Executive Assistant to the Managing Director

Reporting to:

Managing Director

Direct Reports:

None

Role Purpose

This role exists to make the Managing Director more effective, focused, and impactful. The Executive Assistant will operate as a proactive partner--challenging priorities when necessary, ensuring key actions are followed through, and acting as a structured follow-up manager to keep the organisation moving forward.

They will coordinate the MD's schedule, inboxes, priorities, and administrative workflows while also supporting wider business operations such as software renewals, training coordination, onboarding/offboarding, and internal scheduling.

The EA must be exceptionally organised, proactive, detail-driven, confident in communication, and able to maintain absolute confidentiality at all times.

Key Responsibilities

1. Strategic Priority & Effectiveness Support

Ensure the Managing Director remains focused on the highest-value tasks and projects. Constructively challenge priorities and request clarification where necessary. Track multiple concurrent workstreams ("spinning plates") and ensure nothing is missed. Maintain action logs, deadlines, and follow-up tasks for the MD and wider leadership team.

2. Calendar, Inbox & Time Management

Fully manage the MD's email inboxes and calendars. Prioritise communication, draft responses, and escalate urgent matters. Protect the MD's time by managing availability, prep-time, and strategic time blocks. Manage the

company meeting calendar

, ensuring key recurring meetings are scheduled and maintained.

3. Meeting Facilitation & Follow-Up Management

Prepare agendas, briefing packs, and key documents for all meetings. Facilitate meetings for the MD and leadership team--keeping discussions on track and on time. Capture accurate minutes, decisions, and actions. Ensure all action owners complete tasks on schedule, providing regular updates.

4. Software, Systems & Renewals Management

Maintain a register of all business software, subscriptions, and renewal dates. Coordinate renewal discussions, negotiate where applicable, and prevent unnecessary spending. Organise and track staff software training to ensure effective system use.

5. Mini Projects & Operational Coordination

Support small internal projects from planning through to completion. Carry out research, prepare reports, and coordinate tasks across departments. Assist the MD and Heads of Department with operational requirements as needed.

6. Employee Onboarding & Offboarding

Coordinate onboarding schedules, induction plans, welcome packs, and system access. Ensure new employees have everything they need to start effectively. Manage offboarding tasks including equipment collection, system access removal, and exit coordination.

7. HR & Holiday Management Support

Manage the MD's team's holiday requests, approvals, and scheduling. Coordinate back-to-work interviews and ensure proper documentation. Maintain accurate personnel-related tracking for the MD's direct team.

8. Sales Commissions & Administrative Support

Track and maintain sales commission documentation and ensure timely accuracy. Collaborate with the Sales team to validate figures and prepare approval summaries.

9. Travel, Expenses & Event Coordination

Manage the MD's expenses, reimbursements, and credit card statements. Arrange travel, itineraries, accommodation, and logistics. Book meeting rooms and coordinate staff events, leadership sessions, and key internal gatherings.

10. Document, Information & Confidentiality Management

Maintain digital filing systems and ensure documents are accessible and correctly organised. Handle all sensitive data with the highest level of confidentiality and discretion. Draft, edit, and prepare high-quality correspondence, presentations, and documents.

11. Relationship & Communication Support

Represent the MD professionally in internal and external communications. Coordinate with clients, partners, suppliers, and internal teams as needed. Build strong working relationships across all levels of the organisation to improve coordination and follow-through.

Person Specification

The ideal candidate will demonstrate:

Unquestionable confidentiality, professionalism, and trustworthiness. Experience supporting senior executives remotely. Strong organisation, prioritisation, and time-management skills. Confidence to challenge, clarify, and structure priorities for the Managing Director. Basic understanding of business operations, processes, and principles. Proactive problem-solving and ownership mentality. Strong communication skills in English--written and verbal. High proficiency with MS Office, digital tools, and collaborative platforms. Ability to manage multiple workstreams in a fast-moving environment. Alignment with Medaco's values: Responsiveness, Ownership, Communication, and Kaizen.
Job Types: Full-time, Permanent

Pay: 35,000.00-45,000.00 per year

Experience:

Executive Assistance: 3 years (required)
Work Location: In person