Personal Assistant

Bupa; City of Westminster; Hybrid; GBP 35,000 - 50,000; Full time

Job summary

A health insurer in London is seeking an Executive Personal Assistant to support senior leaders with high-quality administrative assistance. The role involves managing complex diaries, organizing meetings, and enhancing productivity through effective use of digital tools. Ideal candidates should have strong communication skills, experience in fast-paced environments, and the ability to foster professional relationships. The position provides a range of benefits, including health insurance and an enhanced pension plan.

Benefits

25 days holiday

Bupa health insurance

Enhanced pension plan

Onsite gym benefits

Online discounts

Qualifications

• Experience as a PA or EA supporting senior leaders in a fast-paced, multi-site environment.
• Proven ability to work independently with minimal supervision.
• Excellent communication and relationship-building skills.

Responsibilities

• Provide high-quality support to allocated directors and manage complex diaries.
• Prepare directors for meetings with necessary documentation.
• Support onsite events and leadership engagements.

Skills

Diary management

Communication skills

Organizational skills

Digital tools proficiency

Relationship building

Event management

Tools

Microsoft 365

Teams

SharePoint

Power Automate

Job description

The Executive Personal Assistant (Diagnostics & Secondary Care, London) provides proactive, high-quality support to senior leaders, ensuring seamless coordination of complex diaries, meetings, and travel. This role champions digital adoption and process efficiency, leveraging tools like Microsoft 365 and Copilot to streamline workflows and enhance productivity. The PA maintains a visible, professional presence across multiple sites, supports events and leadership engagements, and fosters strong relationships both internally and externally. By collaborating with the wider PA community, sharing best practices, and embracing continuous improvement, the PA delivers reliable, confidential, and sustainable support that empowers leaders and contributes to the overall effectiveness of the function and service they support, and overall Diagnostics & Secondary Care London. You will work closely with their reporting lines and will need to develop good relationships with internal and external stakeholders at all levels. You will mainly support (75%) the CFO of Diagnostic & Secondary Care London with the provision of a high-quality business and administrative support service. This will be varied and will support key business activities as well as providing high quality business and administrative support for the Director of Governance & Risk (25%).

Responsibilities

• Provide high-quality, confidential support to allocated directors, anticipating needs and proactively managing complex diaries, meetings, and travel.
• Prepare directors thoroughly for meetings by ensuring actions from previous meetings are captured, tracked and followed up, and that pre-reads and briefing materials are circulated in good time.
• Attach relevant agendas, minutes and action logs to meeting invites to support preparation and alignment.
• Maintain a structured and organised approach to workload, ensuring priorities are managed calmly and effectively.
• Pre-empt executive needs prior to meetings taking place, including interdependence between meetings, completion of any actions allocated, and ensuring director is prepared for each meeting in advance.
• Champion digital adoption within the PA community, using tools such as Microsoft Copilot, Teams, SharePoint, Power Automate and Forms to improve efficiency.
• Identify opportunities to simplify processes, automate routine tasks, reduce unnecessary email traffic, and continuously improve ways of working.
• Support digital record-keeping, meeting documentation and file management to a consistently high standard.
• Encourage the consistent use of shared drives, templates and systems to reduce duplication and improve visibility of information.
• Provide a regular, visible and professional presence across hospital and diagnostic sites, aligning on-site working patterns with business and leadership needs.
• Support onsite events, collaborative sessions and leadership meetings, including room setup, AV arrangements, refreshments, and catering where required.
• Welcome, host and support visitors, partners and VIP guests, ensuring a polished, professional and warm experience.
• Assist with organising leadership visits, operational walkabouts, tours and on-site engagements.
• Collaborate closely with the wider PA and administrative community to ensure seamless cover and consistent service across the executive team.
• Share best practice, tools, tech, and ideas to continuously raise the quality of the PA service.
• Participate in team check-ins, skills sharing and professional development sessions.
• Contribute ideas to enhance team effectiveness and overall leadership support.

Qualifications

• Proven experience as a PA or EA supporting senior leaders in a fast-paced, multi-site environment.
• Proven experience in complex diary management, proactive meeting management and clearing meeting clashes in advance.
• Proven ability to work independently with minimal supervision, guidance and reminders / prompts.
• Strong digital capability, including Microsoft 365, Teams, SharePoint, PowerPoint and Excel.
• Comfortable using and learning AI tools and automation platforms.
• Excellent communication, relationship-building and influencing skills.
• Highly organised with meticulous attention to detail and the ability to manage multiple priorities.
• Professional, discreet and resilient under pressure.
• Able to balance hybrid working with regular on-site presence across London hospitals and diagnostics.
• Experience in event management, project coordination or communications.
• Experience within healthcare or a regulated environment.

Benefits

• 25 days holiday, increasing through length of service, with option to buy or sell.
• Bupa health insurance as a benefit in kind.
• An enhanced pension plan and life insurance.
• Onsite gyms or local discounts where no onsite gym available.
• Various other benefits and online discounts.

About Bupa

Our benefits are designed to make health happen for our people. Viva is our global wellbeing programme and includes all aspects of our health – from mental and physical, to financial, social and environmental wellbeing. We support flexible working and have a range of family friendly benefits.

Joining Bupa in this role you will receive the following benefits and more. Why Bupa? We're a health insurer and provider. With no shareholders, our customers are our focus. Our people are all driven by the same purpose – helping people live longer, healthier, happier lives and making a better world. We make health happen by being brave, caring and responsible in everything we do. We encourage all of our people to "Be you at Bupa"; we champion diversity, and we understand the importance of our people representing the communities and customers we serve. That's why we especially encourage applications from people with diverse backgrounds and experiences. As a Disability Confident employer, we offer a guaranteed interview for every disabled applicant who meets the minimum criteria for the job. We'll make sure you are treated fairly and offer reasonable adjustments as part of our recruitment process to anyone that needs them. At Bupa we strive to ensure all our customers, patients and staff are safe. All employees have a duty to ensure that safeguarding children, young people and adults at risk is prioritised and acted on appropriately.