Executive Assistant

Minerva; Greater London; On-site; GBP 35,000 - 48,000; Full time

Job summary

Minerva is seeking an Executive Assistant to support three senior Executives at a leading charitable hospital in London. You will be a trusted partner enabling leaders to perform at their best in a fast-paced, high-profile environment.

You’ll manage complex diaries, handle high-volume inboxes, coordinate meetings and travel, take minutes, draft correspondence, and act as a confident ambassador. Strong IT skills, discretion, and the ability to build relationships across the organisation are

Qualifications

• Must have experience as an Executive-level PA/EA in a fast-paced environment.
• Strong IT skills with slide decks and briefing packs.
• Excellent organisation and diary management under pressure.
• Trusted and discreet handling sensitive information.

Responsibilities

• Manage complex, fast-moving diaries for up to three Executives.
• Act as key point of contact for internal and external stakeholders with discretion.
• Arrange travel, accommodation and itineraries; process expenses accurately.
• Support onboarding and maintain records of annual leave and sickness for teams reporting to Executives.
• Coordinate meetings and events, including agendas, packs and minutes.
• Draft letters and communications on behalf of Executives and support Board reports.

Skills

Executive support

Diary management

Stakeholder management

Event coordination

Minute taking

Presentation skills

Discretion & integrity

Tools

PowerPoint

MS Office

Outlook

Travel booking tools

Job description

About the role

This is an exceptional opportunity to join the largest independent charitable hospital in the UK, supporting 3 senior Executives at the heart of our organisation.

As an Executive Assistant, you'll be a trusted partner who enables our leaders to perform at their best. This is a fast-paced, high-profile role where no two days are the same. You'll be expertly managing competing priorities, anticipating needs before they arise, and acting as a confident ambassador for both the Executives you support and the organisation.

We're looking for someone who thrives on being one step ahead, you'll be a proactive problem solver, an exceptional organiser and a confident gatekeeper who can build credibility with senior stakeholders, Trustees, clinicians and external partners. This is a role for someone who enjoys taking ownership, isn't afraid to challenge when needed and has the confidence to make decisions and keep things moving.

As a charity, everything we do is driven by our ambition to deliver outstanding patient care while reinvesting in healthcare innovation and making a lasting difference to patients and communities.

What you’ll be doing

Executive Support

• Manage complex, fast-moving diaries and high-volume inboxes across up to three Executives, resolving conflicts, prioritising demands and ensuring they are appropriately briefed and prepared.
• Act as a key point of contact for internal and external stakeholders, handling calls, correspondence and requests with professionalism and discretion.
• Arrange travel, accommodation and itineraries where required, and process expenses accurately and promptly.
• Support onboarding and maintain accurate records of annual leave and sickness absence for teams reporting to the Executives.
• Liaise with teams across the Clinic to resolve issues and ensure actions are followed through to completion.

Administrative and Operational Support

• Co-ordinate meetings and events, including logistics, communications, agendas etc.
• Produce high-quality agendas, slide decks and meeting packs
• Take accurate minutes and maintain action logs, ensuring agreed actions are followed up and completed.
• Draft letters and communications on behalf of Executives and support the preparation and distribution of Board reports and presentations.
• Maintain organisational charts, filing structures and administrative workflows, working with other EAs to ensure consistency and accuracy.
• Co-ordinate the purchase of equipment and supplies and support the efficient running of the Executive Office.
• Identify and implement opportunities to improve administrative processes, governance and efficiency.
• Triage and coordinate internal escalations, including patient, consultant and employee matters, ensuring they reach the appropriate people and are followed through to resolution.

What we’re looking for

• Must have previous experience as an Executive-level PA/EA, ideally supporting senior leaders in a complex, fast-paced environment.
• Strong IT skills, particularly around producing slide decks/presentations/briefing packs.
• Demonstrates exceptional organisation, with the ability to manage complex diaries, competing priorities and tight deadlines.
• Is highly trusted and discreet, demonstrating sound judgement and integrity when handling sensitive and confidential information.
• Is proactive and solutions-focused, anticipating needs, using initiative and applying common sense to resolve issues before they escape.
• Remains calm and composed under pressure, with excellent attention to detail and the ability to maintain high standards in a fast-moving environment.
• Builds strong, credible relationships at all levels, communicating with confidence, tact and diplomacy and working collaboratively across the Clinic.
• Has excellent written and verbal communication skills, with the ability to adapt style and tone to different audiences.
• Desirable not essential, previous experience within a healthcare setting