Strategic Executive Assistant to CEO & C‑Suite

Civia Health, LLC.; Ledston; On-site; GBP 42,000 - 62,000; Full time

Job summary

Civia Health, LLC. in Ledston, United Kingdom, seeks an Executive Assistant to support the CEO and 2 senior leaders. You will manage calendar and travel across US and UK time zones, prepare materials, and act as a trusted point of contact for internal teams, sponsors and partners.

Ideal candidates have 3+ years of senior administrative experience, exceptional organization, and strong communication skills. Discretion and ability to handle confidential information are essential.

Qualifications

• At least 3 years of experience as an executive or senior administrative assistant, supporting director level or above.
• Proven experience managing complex calendars and travel across time zones.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent written and verbal communication skills.
• Exceptional organizational skills, attention to detail and ability to manage competing priorities.
• Sound judgment and discretion in handling confidential information, including compensation and people matters.
• Ability to build trusted relationships with executives, employees, sponsors and partners.
• Experience in healthcare, clinical research, life sciences or a start-up environment.
• Experience supporting board meetings or investor relations.
• Familiarity with expense management, e-signature and project tracking tools.

Responsibilities

• Calendar management across US and UK time zones and manage complex calendars.
• Prioritize meeting requests and protect focus time based on business priorities.
• Schedule internal meetings, board and investor meetings, and sponsor or partner calls.
• Prepare agendas, briefing notes and presentations; take minutes and track action items to completion.
• Draft and proofread correspondence, reports and executive communications.
• Screen and prioritize emails and calls, responding on the executive's behalf where appropriate.
• Travel planning for domestic and international trips, including itineraries and visas.
• Coordinate leadership offsites, site visits, team events and board meetings, including logistics and budgets.
• Process expense reports and invoices, and track budgets for the executive office.
• Maintain organized files, contact lists and document records.
• Coordinate with Finance, Human Strategy, Operations and site teams to move work forward.
• Support special projects with research, data gathering and progress tracking.
• Identify ways to improve processes and tools for the executive office.

Skills

Calendar management

Time management

Executive support

Discretion and confidentiality

Communication skills

Relationship building

Meeting coordination

Travel planning

Board/investor meeting support

Microsoft 365 proficiency

Education

Business Administration Level 3 or equivalent

Tools

Microsoft 365

Expense management tools

e-signature tools

Project tracking tools

Job description

Civia Health, LLC. in Ledston, United Kingdom, seeks an Executive Assistant to support the CEO and 2 senior leaders. You will manage calendar and travel across US and UK time zones, prepare materials, and act as a trusted point of contact for internal teams, sponsors and partners.

Ideal candidates have 3+ years of senior administrative experience, exceptional organization, and strong communication skills. Discretion and ability to handle confidential information are essential.