Personal Assistant to CMO and COO

Bupa; Greater London; Hybrid; GBP 42,000 - 62,000; Full time

Benefits offered by this job

25 days holiday per year

Bupa health insurance

Enhanced pension plan

Travel costs via season ticket loan

Cycle2work

Subsidised staff canteen

Job summary

Bupa in London is seeking an Executive Personal Assistant to provide proactive, high-quality support to senior leaders across multiple hospital and diagnostics sites. You will manage complex diaries, coordinate meetings and travel, and help prepare papers and presentations using Microsoft 365 and Copilot.

The role emphasizes digital adoption, sustainability through electronic materials, event support, and building strong internal and external relationships.

Qualifications

• Proven experience as a PA/EA supporting senior leaders in a fast-paced, multi-site environment.
• Strong diary management, meeting prep and travel coordination.
• Excellent digital capability with Microsoft 365 and AI tools.

Responsibilities

• Provide confidential support to allocated directors, anticipating needs and managing complex diaries, meetings and travel.
• Prepare directors for meetings with briefing materials, agendas and action logs.
• Coordinate cross-site meetings and events, ensuring seamless logistics and a professional experience for participants.
• Support paper and presentation preparation using Microsoft 365, Copilot and other digital tools.
• Build relationships across departments and external partners to ensure smooth information flow.
• Promote sustainable, digital working practices and reduce unnecessary email traffic.

Skills

Diary management

Meetings coordination

Travel coordination

Digital literacy

Communication

Relationship building

Discretion

Tools

Microsoft 365

Copilot

Teams

SharePoint

Power Automate

Forms

Job description

The Executive Personal Assistant 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 Cromwell Hospital .,

Executive Support & Coordination

• oProvide high-quality, confidential support to allocated directors, anticipating needs and proactively managing complex diaries, meetings and travel.
• oPrepare 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.
• oAttach relevant agendas, minutes and action logs to meeting invites to support preparation and alignment.
• oMaintain a structured and organised approach to workload, ensuring priorities are managed calmly and effectively.
• oPre-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.
• oReduce unnecessary email traffic by communicating efficiently, using shared tools and anticipating information needs to avoid repeated follow-ups.
• oPromote sustainability by using digital working practices (e.g. electronic meeting materials) and printing only when required.
• oPrepare and quality-check papers, briefings and presentations using Microsoft 365, Copilot and other digital tools.
• oCoordinate cross-site meetings and events, ensuring seamless logistics and professional experience for all participants.
• oManage communications and correspondence with discretion, good judgement and efficiency.
• oBuild strong relationships across departments and external partners to ensure alignment and smooth information flow.

Digital, AI & Process Efficiency

• oChampion digital adoption within the PA community, using tools such as Microsoft Copilot, Teams, SharePoint, Power Automate and Forms to improve efficiency.
• oIdentify opportunities to simplify processes, automate routine tasks, reduce unnecessary email traffic, and continuously improve ways of working.
• oSupport digital record-keeping, meeting documentation and file management to a consistently high standard.
• oEncourage the consistent use of shared drives, templates and systems to reduce duplication and improve visibility of information.

On-Site & Event Support

• oProvide a regular, visible and professional presence across hospital and diagnostic sites, aligning on-site working patterns with business and leadership needs.
• oSupport onsite events, collaborative sessions and leadership meetings, including room setup, AV arrangements, refreshments, and catering where required.
• oWelcome, host and support visitors, partners and VIP guests, ensuring a polished, professional and warm experience.
• oAssist with organising leadership visits, operational walkabouts, tours and on-site engagements.
• oOffer flexibility to work across different London sites, and with different directors, when required to ensure service continuity and effective cover.

Team Contribution & Continuous Improvement

• oCollaborate closely with the wider PA and administrative community to ensure seamless cover and consistent service across the executive team.
• oShare best practice, tools, tech, and ideas to continuously raise the quality of the PA service.
• oParticipate in team check-ins, skills sharing and professional development sessions.
• oContribute ideas to enhance team effectiveness and overall leadership support.

Job descriptions cannot be exhaustive, and the post-holder may be required to undertake other duties, which are broadly in line with the above key responsibilities

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

• Equivalent to 25 days holiday per year, 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
• Support with travel costs via a season ticket loan or cycle2work
• Subsidised staff canteen

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.

Bupa is a Level 2 Disability Confident Employer. This means we aim to offer an interview/assessment to every disabled applicant who meets the minimum criteria for the role. We'll make sure you are treated fairly and offer reasonable adjustments as part of our recruitment process to anyone that needs them.

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.