Executive Assistant

Who you are

• We are seeking someone who can rapidly develop autonomy, proactively identify priorities and take appropriate action without requiring prompting or reminders
• A minimum of 4 years' experience supporting senior leaders or executive teams in a fast-paced environment
• A clear track record of working with increasing autonomy and using initiative
• Confidence managing competing priorities and knowing what needs attention without being prompted
• The ability to politely and persistently chase senior people and keep actions moving
• Strong attention to detail and a genuine appreciation for process, version control, governance and audit trails
• Excellent communication and stakeholder management skills
• Strong Microsoft Office skills and experience with systems such as Asana, Confluence or similar
• A calm, adaptable and resilient approach, with good judgement about when to act independently and when to escalate
• Confidence presenting or hosting meetings, including All Hands, when required
• An interest in quality management, ISO standards and continuous improvement, with a willingness to develop auditing skills
• A willingness to use and learn AI tools to improve how you work
• Experience in a regulated, clinical, governance or ISO-certified environment is desirable, as is knowledge of Health & Safety

What the job involves

• REPORTING TO: Executive Assistant to the CEO
• Medefer is looking for an experienced Executive Assistant to join our EA team, providing proactive, high-quality support across both the Medical Directorate and CEO Office
• This is a role for an individual who demonstrates strong ownership and accountability
• The successful candidate will be expected to provide clear updates on progress and requirements, articulating what has been completed and where input or escalation is needed, while exercising sound judgement in determining when to seek guidance
• This is a pivotal role for someone who thrives in a fast-paced environment, can manage complex priorities with confidence, and enjoys taking ownership of processes from start to finish
• You’ll play a key role in supporting the Medical Directorate, executive governance and wider EA function, while providing cover and resilience across the team
• The role also offers the opportunity to develop your experience in quality management and ISO accreditation, with potential to become an ISO internal auditor and contribute to future ISO audits and accreditation activity
• Provide proactive EA support including complex diary management, email management, meeting preparation, minute-taking and action tracking
• Take ownership of Medical Directorate and Clinical Lead meetings, including agendas, papers, minutes and follow-up
• Support Responsible Officer meetings, appraisals, revalidation and clinical governance activity
• Work closely with the EA to the CEO on CEO Office priorities, including meeting follow-up, action tracking, diary coordination, travel and logistics
• Proactively chase actions, deadlines and outstanding information from senior colleagues, using tact and confidence
• Support the fortnightly All Hands meeting and confidently host/present All Hands when covering for the EA to the CEO
• Provide governance and committee administration, ensuring actions are assigned, followed up and completed
• Own routine operational processes such as SOP and policy reviews, version control, DSEs, Health & Safety actions and documentation, without needing regular reminders
• Support ISO accreditation and quality management activities, including maintaining evidence and documentation, supporting audits and, with appropriate training, developing towards an ISO Internal Auditor role
• Maintain accurate records, audit trails and document management across systems including Asana, Confluence, SharePoint and Radar
• Provide wider EA team cover and support to the SLT and Board when required
• Handle confidential and sensitive information with discretion and professionalism
• Permanent - full-time (5 days per week) with consideration for part time working of 4 or 4.5 days
• Most hours will be 9am–5pm, although some earlier starts or later finishes will be required to support clinical meetings. Hours will be adjusted within the week to maintain 35 hours

The application process

• A relevant DBS check and satisfactory employment references will be required

Benefits

• Company pension
• £500 L&D budget for everyone
• 28 days annual leave + bank holidays
• Private Medical Insurance
• A supportive, collaborative & inclusive culture
• Paid parental leave
• Exciting opportunities for career progression as we grow
• Flexible working hours in most departments