Executive Assistant & Office Operations Lead

Healthxchange; Greater London; On-site; GBP 45,000 - 65,000; Full time

Benefits offered by this job

Company pension

Annual discretionary bonus

23 days holiday

Staff discount

Staff social events

Health Assured EA

Birthday Off

Job summary

Healthxchange in London is seeking an Executive Assistant to the CEO and Office Manager. The role blends high-level administrative support with office management, driving efficiency through technology and AI tools, while coordinating with the executive team.

Based in the London office, you will manage diaries, filings, travel, and events, and help streamline processes across the business. A proactive, tech-fluent professional with discretion is ideal for this busy, forward-thinking company.

Qualifications

• Experience working as an EA, PA, or in a similar support role in a fast-paced environment.
• Genuinely comfortable with technology and AI tools to improve productivity.
• Strong organisational skills with attention to detail and initiative.
• Excellent verbal, written, and numerical communication skills.
• Discretion and confidentiality; able to manage upwards with senior leadership.
• Proactive and resourceful; takes ownership of projects with minimal supervision.
• Comfortable coordinating with a senior leadership team and chasing deliverables.
• Commitment to providing excellent service.

Responsibilities

• Provide day-to-day administrative and secretarial support to the CEO and as a secondary support to the Executive Team.
• Manage the CEO's diary, schedule meetings, calls, and travel with efficiency.
• Assist the Executive Team with diary management, meeting scheduling and coordination.
• Prepare briefing materials, agendas, and correspondence for the CEO.
• Act as gatekeeper for the CEO's time, prioritising requests and managing competing demands.
• Support confidential projects requiring discretion and coordinate with external secretaries and registers.
• Own the rhythm of leadership meetings, including agendas, pre-reads, follow-ups, and tracking actions.
• Identify and implement smarter ways of working using AI tools; improve admin workflows.
• Troubleshoot IT issues in meeting rooms; research and recommend new tools.
• Lead or support ad-hoc projects and process improvements.
• Manage travel requests and arrangements for the CEO and team; support on-the-road staff.
• Assist with planning, coordination and delivery of key company events.
• Maintain a central register of key policies and corporate documents.
• Act as London office manager, ensuring smooth day-to-day operations and liaison with landlord.
• Oversee visitor experience, room bookings, catering, and tech setup for meetings.
• Support Group-wide facilities management and onboarding/offboarding processes.

Job description

Healthxchange in London is seeking an Executive Assistant to the CEO and Office Manager. The role blends high-level administrative support with office management, driving efficiency through technology and AI tools, while coordinating with the executive team.

Based in the London office, you will manage diaries, filings, travel, and events, and help streamline processes across the business. A proactive, tech-fluent professional with discretion is ideal for this busy, forward-thinking company.