Executive Assistant

Islington GP Federation; London; On-site; GBP 40,000 - 47,000; Full time

Job summary

An established industry player seeks an Executive Assistant to provide high-level administrative support to its executive team. This role is pivotal in ensuring smooth operations and effective business compliance. The ideal candidate will thrive in a dynamic environment, managing complex schedules and high-priority tasks while maintaining confidentiality. You'll be part of a supportive organization that values professional growth and work-life balance, with opportunities for flexible working arrangements. If you're looking to make a significant impact while advancing your career in a collaborative setting, this is the perfect opportunity for you.

Benefits

25 days annual leave plus 8 bank holidays

Flexible working hours

Work-from-home option

Blue Light Card and NHS discounts

Reimbursement of Eye check-up appointments

Monday team breakfasts

Study Leave option

Yearly Festive staff celebrations

Employee wellbeing helpline

Confidential mental health resources

Qualifications

• Experience in providing executive support at Board level is essential.
• Strong minute-taking and action tracking skills are required.

Responsibilities

• Provide high-level administrative support to the CEO and Board.
• Manage complex diary scheduling and prepare key documents.
• Coordinate meetings and ensure effective communication with stakeholders.

Skills

Verbal Communication

Written Communication

Organizational Skills

Time Management

Problem Solving

Education

Bachelor's Degree

Tools

MS Teams

Microsoft Office Suite

Job description

Job Description

JOB TITLE: Executive Assistant

REPORTS TO: Head of Business Services

ACCOUNTABLE TO: CEO/ Chair of the Board/ Deputy CEO

HOURS: 37.5 Hours per week

SALARY: £40,000-£47,000 per annum (Depending on experience)

About Islington GP Federation

Islington GP Federation (IGPF) is a growing organisation representing 31 practices; we have established ourselves as a leader in new ways of working, including running Islington’s extended access primary care services (I: HUB) as well as supporting the Islington Primary Care Networks (PCNs). Our current range of services includes the Extended Access Service, I: HUB, Community Ear, Nose, and Throat (ENT), Integrated Community Gynaecology, practice-based pharmacists and a range of practice support mechanisms.

IGPF works very closely with a range of partners including the regional commissioning group, NHS England, Healthy London Partnership, Public Health, local hospitals such as UCLH and the Whittington Health and the London Borough of Islington.

IGPF is the host organisation for the Primary Care Network (PCN) workforce and the Islington Training Hub and has been working for over two years to create training and development programmes that meet the needs of staff working in primary and community care settings.

IGPF runs four Islington GP practices, one on a GMS contract, two on APMS contracts and one caretaking contract.

Why work for Islington GP Federation:

At Islington GP Federation, we take pride in fostering a supportive and inclusive culture where employees feel valued and empowered. We are committed to professional growth, work-life balance, and creating a positive workplace environment that encourages collaboration and innovation.

As part of our commitment to employee well-being, we offer a range of benefits designed to support both personal and professional development.

Employee Benefits:

• 25 days annual leave plus 8 bank holidays (Pro-rata for part time employees)
• Flexible working hours
• 1 day per week work-from-home option upon successful completion of probation
• Blue Light Card and NHS discounts
• Reimbursement of Eye check-up appointments
• Monday team breakfasts
• Option to utilise Study Leave, if qualified as per the role
• Yearly Festive staff celebrations
• Employee wellbeing helpline & portal - available 24 hours a day
• Confidential resources for mental health support via NHS Support

Job Summary:

The purpose of the role is to provide high-level administrative and strategic support to IGPF Board Chair, CEO and the Executive team ensuring smooth operations and effective business compliance.

Responsibilities include managing executive communications, complex diary scheduling, and meeting coordination. The EA prepares reports, business plans, project documents, and will support the governance aspects of new business opportunities while also supporting information governance, board support, and company secretary duties. Additional tasks include effective and comprehensive minute-taking, organising events and meetings and liaising positively and efficiently with a wide range of stakeholders.

This role requires exceptional organisation, discretion, and adaptability in a fast-paced environment.

The Ideal Candidate:

The ideal candidate will have experience of providing comprehensive and effective executive level support at Board and Executive level; they will thrive in a fast-paced working environment managing complex schedules, high-priority tasks and confidential information.

The ideal candidate will have excellent written and verbal communication skills, they will successfully manage multiple workstreams and they will anticipate challenges, identify risks, and provide proactive solutions whilst maintaining flexibility in a dynamic work environment.

The Executive Assistant will successfully develop and maintain relationships with key stakeholders, with confidence and professionalism. They will have strong minute-taking and action tracking skills, summarising complex discussions effectively and presented clearly using appropriate tools (e.g. action log).

The ideal candidate will have experience of company secretarial duties, including maintaining statutory records and preparing board documentation. They will be enthusiastic about their role and committed to continuous improvement. They will be able to concentrate on specific and demanding matters, whilst dealing with unplanned interruptions and they will be conscientious and reliable with a willingness to be flexible to meet the needs of the organisation.

Main Duties:

• Provide executive support, including meeting coordination, document preparation, and stakeholder communication.
• Effective minute taking and actions tracking, recording complex discussions, distilling key points and ensuring accountability for follow-up actions in board and executive meetings and any other relevant meetings.
• Manage complex diary scheduling, prioritisation, and conflict resolution across multiple calendars whilst maintaining a sensible, proactive approach.
• Manage multiple workstreams optimising workload prioritisation with ongoing successful engagement and support for relevant stakeholders.
• Prepare reports, action logs, business plans, projects documentation and provide support for the governance elements of new business opportunities (e.g. tenders).
• Successfully maintain the IGPF Contracts registry.
• Lead on collation and distribution of IGPF bulletins.
• Support the recording process of information governance incidents in collaboration with information governance lead.
• Organise and coordinate events, training sessions, and internal/external meetings ensuring venues opportunities are optimised and cost effective.
• Communicate schedule changes and ensure meeting readiness, including materials and logistics.

Key Responsibilities

Executive Support:

• Provide high-quality administrative and organisational support to IGPF CEO, Deputy CEO, Board Chair and IGPF Executive team.
• Prepare reports, briefings, presentations, and documents for Board meetings, shareholder events, and external engagements.
• Coordinate internal and external meetings, ensuring proper documentation and follow-up actions.
• Maintain and manage confidential records and correspondence.
• Undertake a wide range of administrative duties, ensuring all information is managed correctly, filed, and followed up accordingly.
• Organise and schedule appointments, ensuring efficiency and prioritisation.
• Write and distribute emails, correspondence memos, letters, and forms.
• Assist in the preparation of regularly scheduled reports.
• Manage and distribute IGPF bulletins and key internal communications.
• Provide general support to visitors, ensuring a professional and welcoming environment.
• Support training sessions, events, and conferences provided by IGPF, including logistical arrangements and on-site assistance.
• Support Board and Committee administration, including agenda preparation, minute-taking, and document management.

Diary Management:

• Prioritisation and conflict resolution: Identifying the most important meetings and proactively managing potential scheduling conflicts by proposing alternative times or rescheduling when necessary.
• Multi-calendar management: Coordinating across multiple calendars, including personal, work, and team calendars, to ensure accurate scheduling and visibility.
• Time blocking: Allocating specific time slots for different types of activities like meetings, focused work, and breaks to optimise the executive's and chair’s time.
• Proactive scheduling: Anticipating future needs and proactively blocking time for important tasks, travel, or necessary preparation.
• Communication and coordination: Effectively communicating schedule changes to relevant parties, including attendees, team members, and external contacts.
• Meeting preparation: Ensuring all necessary materials, agendas, rooms, and MS Teams invites for all participants are ready for meetings.
• Flexibility and adaptability: Being able to quickly adjust schedules based on changing priorities or unexpected events.

Company Secretary Engagement:

• Statutory Compliance & Record-Keeping: Maintain and update statutory records, company filings, and corporate documentation, ensuring all governance requirements are met in line with legal obligations.
• Board & Governance Support: Assist in drafting, reviewing, and distributing board resolutions, shareholder agreements, and governance policies, ensuring accuracy and compliance.
• Meeting Coordination & Documentation: Manage governance calendars, schedule board, committee, and shareholder meetings, prepare board packs, briefing notes, and ensure precise, timely minute-taking and action tracking.
• Regulatory & Legislative Awareness: Monitor and keep the board informed of legislative, regulatory, and compliance updates, ensuring governance practices align with current legal requirements.
• Shareholder Engagement & Communication: Coordinate AGMs and key governance events, while maintaining records of shareholder interests, voting rights, and corporate actions.
• Risk & Legal Support: Support due diligence, corporate audits, and compliance reviews, liaising with legal advisors to ensure all governance decisions are well-documented and risks are mitigated.
• Process Improvement & Best Practices: Identify opportunities to enhance governance frameworks, streamline compliance procedures, and improve shareholder engagement strategies for greater transparency and efficiency.