Executive Assistant-Leeds, Uk

Civia Health; Ledston; On-site; GBP 42,000 - 62,000; Full time

Job summary

Civia Health, LLC. in Ledston, United Kingdom, seeks an Executive Assistant to support the CEO and 2 senior leaders. You will manage calendar and travel across US and UK time zones, prepare materials, and act as a trusted point of contact for internal teams, sponsors and partners.

Ideal candidates have 3+ years of senior administrative experience, exceptional organization, and strong communication skills. Discretion and ability to handle confidential information are essential.

Qualifications

• At least 3 years of experience as an executive or senior administrative assistant, supporting director level or above.
• Proven experience managing complex calendars and travel across time zones.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent written and verbal communication skills.
• Exceptional organizational skills, attention to detail and ability to manage competing priorities.
• Sound judgment and discretion in handling confidential information, including compensation and people matters.
• Ability to build trusted relationships with executives, employees, sponsors and partners.
• Experience in healthcare, clinical research, life sciences or a start-up environment.
• Experience supporting board meetings or investor relations.
• Familiarity with expense management, e-signature and project tracking tools.

Responsibilities

• Calendar management across US and UK time zones and manage complex calendars.
• Prioritize meeting requests and protect focus time based on business priorities.
• Schedule internal meetings, board and investor meetings, and sponsor or partner calls.
• Prepare agendas, briefing notes and presentations; take minutes and track action items to completion.
• Draft and proofread correspondence, reports and executive communications.
• Screen and prioritize emails and calls, responding on the executive's behalf where appropriate.
• Travel planning for domestic and international trips, including itineraries and visas.
• Coordinate leadership offsites, site visits, team events and board meetings, including logistics and budgets.
• Process expense reports and invoices, and track budgets for the executive office.
• Maintain organized files, contact lists and document records.
• Coordinate with Finance, Human Strategy, Operations and site teams to move work forward.
• Support special projects with research, data gathering and progress tracking.
• Identify ways to improve processes and tools for the executive office.

Skills

Calendar management

Time management

Executive support

Discretion and confidentiality

Communication skills

Relationship building

Meeting coordination

Travel planning

Board/investor meeting support

Microsoft 365 proficiency

Education

Business Administration Level 3 or equivalent

Tools

Microsoft 365

Expense management tools

e-signature tools

Project tracking tools

Job description

SUMMARY As an Executive Assistant you will keep Civia Health's senior leaders organized, prepared and focused on what matters most.

You will support [the CEO and 1–2 C-suite leaders], the role manages complex calendars across US and UK time zones, coordinates meetings, travel and events, prepares materials, and acts as a trusted point of contact for internal teams, sponsors and partners.

The role suits someone who thrives in a fast-paced, growing organization, anticipates needs before they're raised, and handles confidential information with discretion.

KEY RESPONSIBILITIES

• Calendar & Time Management Manage complex, frequently changing calendars across US and UK time zones.
• Prioritize meeting requests and protect focus time based on business priorities.
• Schedule internal meetings, board and investor meetings, and sponsor or partner calls.
• Meetings & Communications Prepare agendas, briefing notes and presentations; take minutes and track action items to completion.
• Draft and proofread correspondence, reports and executive communications.
• Screen and prioritize emails and calls, responding on the executive's behalf where appropriate.
• Travel & Events Plan domestic and international travel, including itineraries, accommodation and visas.
• Coordinate leadership offsites, site visits, team events and board meetings, including logistics and budgets.
• Administration & Coordination Process expense reports and invoices, and track budgets for the executive office.
• Maintain organized files, contact lists and document records.
• Coordinate with Finance, Human Strategy, Operations and site teams to move work forward.
• Special Projects Support special projects, including research, data gathering and tracking progress against deadlines.
• Identify ways to improve processes and tools for the executive office.

At least 3 years of experience as an executive or senior administrative assistant, supporting director level or above.

Proven experience managing complex calendars and travel across time zones.

Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).

Excellent written and verbal communication skills.

Exceptional organizational skills, attention to detail and ability to manage competing priorities.

Sound judgment and discretion in handling confidential information, including compensation and people matters.

Ability to build trusted relationships with executives, employees, sponsors and partners.

Level 3 Business Administration), or equivalent experience.

Experience in healthcare, clinical research, life sciences or a start-up environment.

Experience supporting board meetings or investor relations.

Familiarity with expense management, e-signature and project tracking tools.