Executive Assistant

Innovate Healthcare Services Ltd; West Midlands; On-site; GBP 30,000 - 40,000; Full time

Job summary

A healthcare services organization is seeking a professional Administrative Support Officer to provide high-level support to the Executive Team. Responsibilities include managing schedules, coordinating meetings, and ensuring confidentiality. The ideal candidate should demonstrate sound judgement and effective administrative skills. This role is key to enhancing the effectiveness of the Executive Team. Competitive salary and benefits offered.

Qualifications

• Highly professional administrative support to Executive Team members.
• Experience with managing Executive schedules and email accounts.
• Ability to coordinate meetings and take formal minutes.

Responsibilities

• Provide administrative support to Executive Team members.
• Manage scheduling and oversee management committees.
• Coordinate responses to FOI requests and maintain databases.

Skills

Administrative support

Confidentiality

Scheduling

Stakeholder management

Minute taking

Database management

Job description

Overview

Provide responsive and highly professional administrative support to Executive Team members, ensuring confidentiality and contributing to the effectiveness of their roles. Provide cover for Board-level committees, in the absence of the Executive Company Support Officer. This includes the preparation of agendas, formatting of reports, taking detailed formal minutes of the meeting/s and pursuing all actions with colleagues following the meeting. Oversee management committees and meetings, including agenda and minute preparation, and take appropriate follow-up actions as required.

Responsibilities

• Provide responsive and highly professional administrative support to Executive Team members, ensuring confidentiality and contributing to their effectiveness.
• Provide cover for Board-level committees in the absence of the Executive Company Support Officer, including the preparation of agendas, formatting of reports, taking detailed formal minutes of the meetings, pursuing actions with colleagues, and overseeing management committees and meetings with follow-up actions as required.
• Proactively manage Executives email accounts, demonstrating sound judgement in workload management and decision-making. Work collaboratively with the Business Support Team, providing general business administrative support to facilitate the smooth day-to-day running of Innovate. Use AI-powered platforms to prepare documentation, minute meetings, track tasks, and retrieve information to support operational efficiency.
• Coordinate Executive Team schedules, strategically plan and organise meetings and events, including diplomatically handling cancellations and rearrangements.
• Ensure Executive Team awareness of appointments and that all relevant meeting papers are available. Act as a professional interface with internal and external stakeholders (including non-executive directors) and always projecting a positive image of the company. Monitor and manage assigned work to ensure deadlines are met, taking responsibility for urgent issues in the absence of Executive colleagues. Maintain and monitor annual leave, sickness absence and other periods of staff leave, ensuring systems are up to date and authorised within the required deadlines.
• Coordinate responses to FOI requests and manage spreadsheets and databases. Ensure all agendas for committee/management meetings are issued in a timely manner to the agreed standards, in association with the Company Secretary. Keep organisational charts up to date. Adhere to financial guidelines, coordinate the purchasing of goods and services for the Executive Team and occasionally colleagues across Innovate.
• Developing and maintaining databases as required by the role. Coordinate and plan meetings and company events as directed. This could involve sending invitations, booking venues, arranging speakers and travel, and ensuring the provision of relevant papers and materials.
• Provide short-term cover for colleagues during leave periods.

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