Executive Assistant

Executive Assistant (Directors' Office)

Job Purpose

To provide high-level, confidential executive administrative support to the Directors' Office. The role requires a self-motivated individual who can work independently, manage complex schedules, and maintain smooth day-to-day operations within a fast-paced environment.

Location: Bath

Job Type: Temporary

Duration of booking: Expected to last 3 months with possible extension

Proposed start date: ASAP

Pay Rates: Up to £19 per hour Umbrella or £16 per hour PAYE inclusive of holiday pay

Hours / Working Days: 37.5 hours per week / Monday to Friday, 9am – 5pm

Sector: Healthcare

Based: Office / Hospital

Key Responsibilities

Executive & Diary Support

• Provide comprehensive, proactive executive assistance and administrative support to the Directors.
• Manage complex diaries efficiently, prioritizing meetings, resolving scheduling conflicts, and ensuring all necessary pre-meeting documentation is provided.
• Serve as a key point of contact for internal and external stakeholders, handling communications with professionalism and discretion.

Meeting & Minute Management

• Coordinate, organize, and prepare agendas for high-level meetings and committee sessions.
• Produce accurate, timely minutes and manage follow-up action logs to ensure deadlines are met.

Operational & Administrative Management

• Work independently to manage daily office workflows and handle sensitive, highly confidential information appropriately.
• Support hybrid office logistics, ensuring adequate physical office cover is maintained in alignment with service needs.
• Utilize Microsoft Office applications to draft correspondence, build presentations, manage records, and format reports.

Person Specification

Qualifications & Experience

• Essential: Proven experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting senior leadership/directors.
• Essential: Demonstrated track record of managing complex diaries and providing accurate minute-taking for senior-level meetings.

Skills & Knowledge

• Technical: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Communication: Exceptional written and verbal communication skills, with an emphasis on diplomacy and professionalism.
• Organization: Superior organizational and multi-tasking abilities, with keen attention to detail.
• Autonomy & Confidentiality: Ability to work independently with minimal supervision while maintaining strict confidentiality and discretion.