Executive Assistant & HR Operations (12-month Maternity Contract)

Obsidian; Greater London; On-site; GBP 40,000 - 55,000; Full time

Benefits offered by this job

Hybrid working model

25 days’ holiday + bank holidays

Private healthcare options

Pension scheme

Cycle-to-work scheme

Annual performance reviews

Job summary

A leading specialist in medical communications is looking for an EA & HR Operations Manager to support its Managing Director and leadership team during a 12-month maternity cover. The role involves managing the calendar, coordinating executive meetings, handling HR operations, and overseeing office management. The organization offers a hybrid working model, competitive benefits including private healthcare and professional development opportunities, all within a collaborative culture based in London.

Qualifications

• Highly organized with strong attention to detail.
• Highly experienced in EA, HR, or operations roles.
• Professional, discreet, and people-focused.

Responsibilities

• Manage the Managing Director’s calendar, meetings, and travel.
• Coordinate ELT & CMT meeting agendas and notes.
• Support HR processes including onboarding/offboarding.
• Oversee office supplies and vendor coordination.

Skills

Organizational skills

Attention to detail

People-focused

Experience in EA

Experience in HR

Job description

Obsidian is a leading specialist in medical and scientific communications, partnering with global healthcare organisations to improve patient outcomes. Our 70+ scientists, strategists and creative experts deliver solutions across Medical Affairs, Scientific Events, Publications, Creative & Digital, and Commercial Strategy.

We’re looking for an EA & HR Operations Manager to support our Managing Director, leadership team and people function during a 12‑month maternity cover.

What You’ll Do

Executive Support

• Manage the Managing Director’s calendar, meetings, travel and priorities
• Coordinate agendas, notes and actions for ELT & CMT meetings
• Liaise with our parent company to arrange C‑suite meetings
• Support internal events (town halls, meetings, training sessions)

Business Management / Operations

• Oversee office supplies, deliveries and vendor coordination
• Act as first point of contact for office/building queries
• Liaise with external IT support on team requests
• Manage purchase orders, expenses and team meeting logistics

HR Operations

• Support the HR Business Partner with administrative tasks and office support
• Lead onboarding & offboarding processes
• Maintain HR and payroll systems, submitting monthly payroll changes
• Support probation tracking, references and HR documentation
• Manage HR inbox and coordinate candidate CVs with the Head of Talent Acquisition
• Support induction programmes and Learning & Development activities

Who You Are

• Highly organised with strong attention to detail
• Highly experienced in EA, HR or operations roles
• Professional, discreet and people-focused

What We Offer

• Hybrid working: 2 anchor days a week in the office from our vibrant London office (just off Fetter Lane, EC4).
• 25 days’ holiday + bank holidays, plus gifted days at Christmas and your birthday off
• AXA private healthcare (with family options), Aviva pension scheme, income protection, life assurance
• Enhanced parental leave, cycle-to-work scheme, season ticket loan
• Employee referral awards
• Learning and Development: Comprehensive training programmes, annual performance reviews
• Well-being Support: EAP , mental health first-aiders, AXA well-being calendar, and a dedicated well-being room
• Social Connection: Regular social events and a friendly, collaborative culture