Executive Assistant

Indegene; Greater London; On-site; GBP 42,000 - 64,000; Full time

Job summary

Indegene in London is seeking a highly organized Executive Assistant to support senior leadership. The role requires diary management, stakeholder coordination, travel planning, event management, and budget tracking, with duties spanning internal and external communications.

You will coordinate meetings across time zones, manage budgets, assist with HR and contractor onboarding, and arrange international travel. The position is onsite in London and supports a fast-paced, global leadership team.

Qualifications

• Proven experience as an Executive Assistant or similar role supporting senior leaders.

Responsibilities

• Provide comprehensive executive support to senior leadership including diary management, stakeholder coordination, and travel planning.
• Coordinate meetings across multiple time zones, prepare agendas, and manage invitations and materials.
• Plan and execute internal and external events, offsites, and leadership town halls.
• Support HR activities, contractor onboarding, and vendor communications.
• Monitor budgets, expenses, and reimbursements; maintain trackers and governance calendars.
• Assist with ad hoc strategic projects and communications as required.

Skills

Diary management

Stakeholder management

Event planning

Travel management

Budget tracking

MS Office

Discretion and professionalism

Independent problem solving

Tools

Microsoft Office Suite

Job description

We are a technology-led healthcare solutions provider. We are driven by our purpose to enable healthcare organizations be future ready. We offer accelerated, global growth opportunities for talent that’s bold, industrious, and nimble. With Indegene, you gain a unique career experience that celebrates entrepreneurship, and is guided by passion, innovation, collaboration, and empathy. To explore exciting opportunities at the convergence of healthcare and technology, check out www.careers.indegene.com

What if we told you that you can move to an exciting role in an entrepreneurial organization without the usual risks associated with it?

We understand that you are looking for growth in your career at this point and we would love for you to join us in our journey and grow with us. At Indegene, our roles come with the excitement you require at this stage of your career with the reliability you seek. We believe in creating leaders of tomorrow and mentor our leads to help them grow and nurture them as people managers and account managers.

We are a rapidly growing global organization and are scouting for the best talent for this phase of growth. With us, you are at the intersection of two of the most exciting industries of healthcare and technology. We offer global opportunities with fast-track careers while you work with a team that is fueled by purpose. The combination of this will lead to a truly differentiated experience for you.

Job title:

Executive Assistant

(This is a role for maternity cover)

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to senior leadership. The role requires exceptional diary management, stakeholder coordination, event planning, travel management, budget tracking, and people support capabilities. The successful candidate will act as a trusted partner to executives, ensuring efficient operations and seamless coordination across internal and external stakeholders.

Key Responsibilities

Executive Support & Diary Management

• Manage complex executive calendars, ensuring efficient prioritization of meetings and commitments.
• Coordinate and schedule internal and external meetings across multiple time zones.
• Maintain meeting trackers and oversee governance calendar activities.
• Liaise with internal stakeholders, leadership teams, and executive assistants of clients and partners.
• Anticipate scheduling conflicts and proactively resolve them.

Meeting & Stakeholder Coordination

• Coordinate leadership meetings, governance reviews, account reviews, and consulting discussions.
• Manage meeting logistics, agendas, and communications with stakeholders.
• Schedule interviews and support recruitment coordination activities.
• Build strong relationships with internal teams, clients, and external partners.

Events, Offsites & Internal Engagement

• Plan and coordinate leadership events, town halls, partner meetings, and employee engagement initiatives.
• Support social committees and internal culture-building activities.
• Organize regional and global offsites, including logistics, communications, and vendor coordination.
• Manage event budgets and track expenses to ensure cost-effective execution.
• Partner with HR and business leaders on employee engagement programs.

Finance, Expenses & Budget Management

• Manage corporate and executive expense submissions and reconciliations.
• Maintain expense trackers and budget monitoring reports.
• Support event budgeting, approval processes, and financial administration.
• Ensure timely and accurate expense reporting and documentation.

HR & People Support

• Support employee engagement and HR initiatives.
• Assist with contractor onboarding and administrative processes.
• Coordinate documentation and communications related to people programs.
• Provide administrative support for career development and talent initiatives where required.

Travel & Logistics Management

• Arrange domestic and international travel including flights, hotels, transportation, and itineraries.
• Coordinate visitor management and office logistics.
• Manage last‑minute travel changes and provide responsive support for executive requirements.
• Arrange business lunches, dinners, and hospitality requirements.

Ad Hoc Support

• Assist with special projects and urgent business requirements.
• Coordinate visa documentation and travel‑related paperwork.
• Support vendor documentation and onboarding activities.
• Organize client gifts, event registrations, and executive communications as required.

Required Skills & Experience

• Proven experience as an Executive Assistant, Senior Administrative Assistant, or similar role supporting senior leaders.
• Exceptional diary and calendar management skills.
• Strong stakeholder management and communication abilities.
• Experience coordinating meetings, events, and executive travel.
• Financial administration experience, including expense management and budget tracking.
• Strong organizational skills with the ability to manage multiple priorities in a fast‑paced environment.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).
• High level of discretion and professionalism when handling confidential information.
• Ability to work independently and proactively solve problems.

Preferred:

• Experience supporting C‑suite or senior leadership teams.
• Experience coordinating international stakeholders and cross‑functional teams.
• Exposure to HR processes, employee engagement initiatives, or contractor onboarding.
• Experience managing large‑scale events, offsites, and leadership meetings.
• Executive Presence
• Stakeholder Management
• Planning & Organization
• Attention to Detail
• Communication Skills
• Problem Solving
• Confidentiality & Professionalism
• Relationship Building

This role is ideal for a highly proactive Executive Assistant who thrives in a fast‑paced, global environment and enjoys enabling senior leaders to operate effectively and efficiently, on site.

5th Floor, 10 Fetter Lane,

London EC4

EQUAL OPPORTUNITY

Indegene is proud to be an Equal Employment Employer and is committed to the culture of Inclusion and Diversity. We do not discriminate on the basis of race, religion, sex, colour, age, national origin, pregnancy, sexual orientation, physical ability, or any other characteristics. All employment decisions, from hiring to separation, will be based on business requirements, candidate’s merit and qualification.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, gender identity, sexual orientation, disability status, protected veteran status, or any other characteristics.