Executive Personal Assistant

Medical Protection Society; London; Hybrid; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking an Executive Personal Assistant to provide exceptional administrative support to Executive Directors. This role involves managing diaries, preparing documents, and ensuring smooth communication across departments. The ideal candidate will possess excellent time management and organizational skills, with a strong command of Microsoft Office 365 applications. Join a forward-thinking organization that values its employees and fosters a culture of inclusivity and wellbeing. This position offers a competitive salary and a range of attractive benefits, including a hybrid working arrangement and opportunities for career development.

Benefits

Up to 10% discretionary annual bonus

Annual performance-related pay review

11% pension contribution

25 days annual leave plus flexible bank holidays

Private Medical Cover

Career development opportunities

Flexible hybrid-working arrangement

Car Salary Sacrifice scheme

6x salary death in service

Personal GP service

Qualifications

• Proven experience in a Personal Assistant role with strong organizational skills.
• Ability to manage multiple tasks and stakeholders effectively.

Responsibilities

• Provide confidential administrative support to Executive Directors.
• Manage diary commitments and travel arrangements efficiently.
• Liaise with third parties to organize appointments and meetings.

Skills

Time Management

Organizational Skills

Interpersonal Skills

Written Communication

Attention to Detail

Problem Solving

Microsoft Office 365

Stakeholder Management

Judgment and Prioritization

Education

Experience as a Personal Assistant

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Job description

Specific accountabilities of the role include:

• Providing first class confidential administrative support, ensuring the appropriate action taken on information and messages, together with efficient email management that ensures the coordination and timely response to correspondence and other requests received.
• Providing personal administrative support as required by assigned Executive Directors, this may include preparation of meeting packs/papers, PowerPoint presentations, and other documents using Microsoft Office365 software.
• Liaison with third parties to arrange and organise appointments, and arrange for timely typing of letters, reports and other documents.
• Working to achieve close and harmonious relationships across the offices and departments in all aspects of the work, especially at the interface with other departments.
• Ensuring busy diary commitments, papers and travel arrangements are managed effectively with consideration to Executive wellbeing as well as business demand and proactively troubleshoot any potential problems.
• Taking notes and actions in divisional (level 3) meetings, as required by Executive Director(s), and ensure the accurate and timely preparation and distribution of associated meeting papers.

As our new Executive Personal Assistant, you will also:

• Manage all transactions and tasks requested by the Executive in accordance with policy and ensure those which incur costs comply with all financial controls.
• Ensure the timely handover of all directly received Executive Director complaints to the Member Resolution Team in accordance with Complaint Service Levels.
• Work as part of the broader CEO Office team and where required, provide cover for absences and annual leave to ensure all Executive Directors have the level of support required.
• As part of the CEO Office, work to actively identify, report and address business risks and ensure adequate business processes and controls are in place to mitigate risks originating from CEO Office work.

The Ideal Candidate

We are looking for:

• Excellent time management, organisational and diary management skills.
• The ability to use judgement to prioritise work and manage multiple activities and stakeholders.
• Excellent interpersonal and written communication skills.
• Ability to work with high attention to detail and accuracy.
• Ability to proactively problem solve and make informed decisions using own initiative.
• Strong technical ability in use of Microsoft Office 365 applications, in particular Word, PowerPoint, and Excel.
• Prior experience working in Personal Assistant role.
• Experience of handling sensitive information and acting with integrity.
• Experience of managing senior stakeholder relationships.

Please view the role profile for the full list of essential and desirable criteria.

Package Description

Alongside a competitive salary as stated above, you will also receive:

• Up to 10% discretionary annual bonus
• Annual performance-related pay review
• 11% pension contribution (3% from you, 8% from us – optional additional matched 3% contributions, e.g. 6% from you, 11% from us)
• 25 days annual leave plus flexible bank holidays (option to buy/sell additional 5 days)
• Private Medical Cover
• Career development and progression opportunities
• A truly flexible hybrid-working arrangement
• A culture that promotes inclusivity, wellbeing and rewards hard work
• Car Salary Sacrifice scheme
• 6x salary death in service
• A personal GP service enabling you to get a video consultation with a NHS-registered private GP
• Employee Assistance Programme
• A range of shopping discounts from major high-street retailers

About the Company

Who We Are

Medical Protection Society (MPS) is the world’s leading protection organisation for Doctors, Dentists and healthcare professionals. We protect and support the professional interests of almost 300,000 Members around the world.

We are a not-for-profit organisation, meaning our Members’ premiums are kept safe should our Members require support for complaints or claims arising from professional practice, or invested into bettering the organisation, our colleagues and our products.

Our philosophy is to support safe practice in medicine and dentistry by helping to avert problems in the first place. We also actively campaign for regulatory and legal reforms that benefit Members and the wider healthcare professions.

To do this, we need exceptional colleagues who are trusted and supported to deliver their best work, so we can continue to provide the most trusted, valued and expert protection to members when they need us the most.

Next Steps

If you are interested in finding out more, looking for a new role and want to join an organisation that truly values its employees, take a look at the role profile to find out more about the role to apply.

Our Talent Acquisition team are always on hand should you have any questions, are having any technical issues or wish to understand how MPS can support you with your application and interview. You can contact our friendly Talent Acquisition team by emailing [e-mail]