Executive Assistant to CEO and Executive Directors

Quantum; Welwyn Garden City; On-site; GBP 42,000 - 62,000; Full time

Job summary

Quantum Care in the United Kingdom is seeking an Executive Assistant to provide high-level administrative and organisational support to the CEO and Executive Directors. The role focuses on managing complex diaries, travel, documentation, and confidential matters with professionalism and discretion in a fast-paced, senior environment.

You will coordinate Board and governance processes, prepare executive materials, and act as a gatekeeper for urgent matters, ensuring smooth operation of the CEO’s

Qualifications

• Experience supporting C-suite or senior executives.
• Proven ability to manage multiple directors or board members and governance processes.
• Strong written and verbal communication with high attention to detail.

Responsibilities

• Provide day-to-day executive support to the CEO, including diary management, travel, and meeting coordination.
• Prepare reports, presentations, briefs, and agendas to executive standard.
• Act as gatekeeper for the CEO and prioritise communications.
• Ensure continuity of administrative support during CEO absences and support governance processes.
• Coordinate Board and sub-committee meetings, minutes, action tracking, and document control.
• Manage relationships with internal and external stakeholders and assist with forums and cross-organisation meetings.
• Raise purchase orders, process invoices, and support expense tracking.

Skills

Diary management

Stakeholder liaison

Governance support

Communication

Discretion

Time management

Tools

MS Office

Job description

The Executive Assistant (EA) provides high-level, trusted administrative and organisational support to the CEO and Executive Directors, enabling the effective and efficient operation of the CEO's office. This role is critical in ensuring priorities are managed, communications are streamlined, and strategic objectives are supported through excellent organisation and follow-through. The EA will manage complex diaries, meetings, travel, documentation, and confidential matters with professionalism, discretion, and sound judgement. The successful candidate will be highly organised, proactive, and comfortable operating in a fast-paced, senior-level environment while maintaining consistently high standards.

1. CEO Support

• Provide day-to-day executive support to the CEO, including complex diary management, travel arrangements, correspondence, and meeting coordination.
• Prepare reports, presentations, briefings, and agendas to executive standard.
• Act as a gatekeeper for the CEO, prioritising communications and handling urgent matters appropriately.
• Ensure continuity of administrative support during CEO absences.
• Provide support to the CEO to manage all Board, Sub-Committee and Governance processes, procedures and administration

2. Executive & Business Support

• Support members of the Executive Team as required and approved by the CEO.

3. Board and Governance administration

• Coordinate Board and Awayday meetings including agenda preparation, board packs, minute-taking, and action tracking.
• Coordinate sub-committee meetings as required including agenda preparation, board packs, minute-taking, and action tracking.
• Support governance processes, including document control, policy coordination, and registers.
• Provide administrative and diary management support for the Chair as required
• Provide first point of contact support for Board Chair and members as required

4. Meetings and Stakeholder Liaison

• Liaise professionally with internal and external stakeholders, acting as a first point of contact.
• Assist with planning and coordination of forums, cross-organisation meetings, and external initiatives.

5. Administrative & Office Management

• Maintain accurate, confidential records and well-organised digital filing systems.
• Manage tasks and action tracking proactively following up on deadlines.
• Coordinate meeting logistics, room bookings, equipment, refreshments, and office supplies.
• Raise purchase orders, process invoices, and support expense tracking and reconciliations.

6. Professional Standards & Best Practice

• Maintain strict confidentiality at all times.
• Ensure all written and digital outputs meet high professional and quality standards.
• Communicate clearly and professionally, responding to emails and calls promptly.
• Work flexibly, proactively, and collaboratively across multiple priorities.

Experience

• Supporting C-suite or senior executives
• Demonstrable experience of supporting multiple directors
• Supporting Board members and meeting administration
• Strong experience of complex diary and travel management
• Experienced in board and governance administration

  Skills & Competencies

  • Exceptional organisational and prioritisation skills
  • Pro-active nature, able to predict requirements and manage those in advance
  • High attention to detail and accuracy
  • Excellent written and verbal communication
  • Strong judgement and discretion
  • Proactive, anticipatory working style
  • Calm under pressure and adaptable to change
  • Strong digital skills and task management ability
  • Strong diary management expertise

  Quantum Care is a not for profit company providing high quality care services for over 2000 older people in Hertfordshire, Bedfordshire and Essex. We need the right people to join us and provide the best possible care to our residents, offering support, maintaining dignity and assisting them to enjoy every day living in our Homes