Executive Assistant To CEO And Executive Directors

Quantum Care; Welwyn Hatfield; On-site; GBP 36,000 - 39,000; Full time

Job summary

Quantum Care is seeking an Executive Assistant to the CEO and Executive Directors for an office-based role at Silver Court, Welwyn Garden City. You will manage complex diaries, travel, and confidential matters to ensure smooth operation of the CEO’s office.

This role also supports governance processes, prepares reports and agendas, and liaises with internal and external stakeholders. Immediate start, 37 hours per week, 3–6 month fixed term, pro rata salary of £37,000.

Responsibilities

• Provide day-to-day executive support to the CEO and Executive Directors, 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 governance processes, including Board, Sub-Committee and governance administration.

Job description

Executive Assistant to CEO and Executive Directors

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

Start date:Immediate Start

Hours:37 hours per week

Location:Office-based Silver Court, Welwyn Garden City

Term:3 to 6-month fixed term

Pay:£37,000 p.a. (Pro Rata)

The Role:

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.

Responsibilities

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 an