About this role
SUMMARY As an Executive Assistant you will keep Civia Health's senior leaders organized, prepared and focused on what matters most. You will support [the CEO and 1–2 C-suite leaders], the role manages complex calendars across US and UK time zones, coordinates meetings, travel and events, prepares materials, and acts as a trusted point of contact for internal teams, sponsors and partners. The role suits someone who thrives in a fast-paced, growing organization, anticipates needs before they're raised, and handles confidential information with discretion.
KEY RESPONSIBILITIES
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Calendar & Time Management
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Manage complex, frequently changing calendars across US and UK time zones.
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Prioritize meeting requests and protect focus time based on business priorities.
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Schedule internal meetings, board and investor meetings, and sponsor or partner calls.
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Meetings & Communications
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Prepare agendas, briefing notes and presentations; take minutes and track action items to completion.
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Draft and proofread correspondence, reports and executive communications.
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Screen and prioritize emails and calls, responding on the executive's behalf where appropriate.
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Travel & Events
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Plan domestic and international travel, including itineraries, accommodation and visas.
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Coordinate leadership offsites, site visits, team events and board meetings, including logistics and budgets.
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Administration & Coordination
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Process expense reports and invoices, and track budgets for the executive office.
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Maintain organized files, contact lists and document records.
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Coordinate with Finance, Human Strategy, Operations and site teams to move work forward.
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Special Projects
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Support special projects, including research, data gathering and tracking progress against deadlines.
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Identify ways to improve processes and tools for the executive office.
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REQUIRED EDUCATION & EXPERIENCE
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GCSEs (or equivalent).
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At least 3 years of experience as an executive or senior administrative assistant, supporting director level or above.
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Proven experience managing complex calendars and travel across time zones.
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Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
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Excellent written and verbal communication skills.
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Exceptional organizational skills, attention to detail and ability to manage competing priorities.
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Sound judgment and discretion in handling confidential information, including compensation and people matters.
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Ability to build trusted relationships with executives, employees, sponsors and partners.
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PREFERRED EXPERIENCE
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Degree, HND or a relevant qualification (e.g. Level 3 Business Administration), or equivalent experience.
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Experience in healthcare, clinical research, life sciences or a start-up environment.
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Experience supporting board meetings or investor relations.
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Familiarity with expense management, e-signature and project tracking tools.