Job Description

Job Purpose

We are looking for a highly skilled and proactive Executive Assistant to provide comprehensive support to the CEO.

This role requires a professional who can thrive in a fast-paced environment and possess exceptional organisational and communication skills. The ideal candidate will ensure the smooth operation and effective time management of the CEO, as well as ad hoc support for the executive team.

The role will also support the Company Secretary with the servicing of the Board and its Committees and other related matters.

This role requires an individual with excellent organisational skills, a proactive mindset, and the ability to manage multiple tasks while maintaining discretion and professionalism.

Your ability to anticipate needs and handle confidential matters with discretion will allow the CEO to focus on critical strategic priorities, while you will also be a key point of contact for internal and external stakeholders.

What you will be doing:

1. Support to the CEO (this will include some support to the Chair and other Directors as required)

Administrative support: Provide comprehensive administrative support, anticipating needs and ensuring smooth operations for the CEO. Manage the CEO's daily calendar, scheduling meetings, calls and travel arrangements, ensuring seamless coordination of time and priorities. Manage the Chair's calendar, liaising regarding their availability. Communication liaison: Act as the first point of contact between the CEO and internal/external stakeholders. Manage correspondence, draft letters, and handle day-to-day queries with minimal supervision. Meeting management: Prepare agendas, compile briefing materials, and handle follow-up tasks for meetings involving the CEO, ensuring they are well prepared for engagements. Proactively organise and manage diaries, meetings, and appointments, handling reschedules and cancellations. Maintain databases, produce reports, and track progress on action items from meetings. Attend meetings, take minutes and update action registers. Liaise with team/committee members regarding their reports. Manage the room booking system for clients and organise meetings and events, including invitations, venue bookings, and speaker arrangements. Information management: Organise and maintain sensitive and confidential files, documents, and reports. Handle information flows between the CEO and the broader leadership team. Manage staff leave records and respond to Freedom of Information (FOI) requests. Executive Reporting: Prepare executive summaries, presentations, and reports for leadership meetings, board reviews and company-wide communications. Collaboration with Executive Leadership Team: support to prioritise the CEO's workload, aligning on critical company initiatives, high-level communications, and special projects.

2. Support to the Company Secretary

Support the Company Secretary in the administration of the Board and its Committees including booking venues, preparation of agendas and papers, formatting of reports, and pursuing actions with colleagues following the meeting. Maintain the Board and Committee calendar of meetings and schedules of business. Oversee the processes for both the annual declaration of Directors' interests and gifts & hospitality and the same declarations for staff. Support the Company Secretary in ensuring that all Director/NEDs appraisals are up to date.

3. Business Support

Support internal communications such as team briefings and newsletters. Support the CEO in purchasing and procurement of goods and services, ensuring compliance with financial guidelines. Assist with marketing and business development, including recruitment and promotional activities.

4. General Responsibilities

Provide short-term cover for colleagues during periods of leave. Ensure health and safety compliance and actively engage in personal development activities. Participate in appraisals and work towards achieving set objectives. Promote continuous improvement within the team and enhance customer care through learning from feedback and incidents.

Person Specification:

The successful candidate should have these skills:

Advanced studies and experience supporting a CEO and/or executives, ideally within a fast-paced environment Flexible approach Exceptional organisation skills and strong attention to detail Strong verbal and written communication skills with a high standard of written English GCSE grade A to C in English and Maths Proficiency in Microsoft Office Suite, in particular Outlook and Teams Experience in managing confidential information Problem-solving skills and ability to work under pressure

Personal attributes:

Proactive, resourceful, and adaptable with a strong sense of initiative High energy and assertive Ability to anticipate the needs of the CEO and prioritise tasks accordingly Collaborative team player with excellent interpersonal skills, working well alongside senior leadership Ability to quickly learn new tools and software.
This job description is intended to give you a clear understanding of the role's key responsibilities and expectations. It may evolve over time based on the needs of the organisation, and additional tasks may be assigned as required.

This is a hybrid role based at our offices in Warwick Hospital, where you will be required in the office two-three days per week.

Mon-Fri, 37.5 hours.

The advert closes at 23:59 on 2nd July.

Job Types: Full-time, Permanent

Pay: 29,880.00-32,765.00 per year

Additional pay:

Bonus scheme
Benefits:

Bereavement leave Canteen Company pension Cycle to work scheme Employee discount Free flu jabs Health & wellbeing programme Life insurance On-site parking Paid volunteer time Sick pay Work from home
Schedule:

Monday to Friday No weekends
Work Location: In person

Application deadline: 02/07/2025