Executive Assistant to Managing Director and Other

7 months ago

Guildford, United Kingdom Healthcare Partners Ltd Full time

**The Role**

The Executive Assistant role is to provide a comprehensive and confidential administrative and executive support to the Managing Director and facilitate communication and coordination within the organisation.
- Provide a timely and effective Personal Assistant service to the Managing Director and other Executives.
- Keep abreast of all issues being dealt with by the Managing Director and the Executives and their teams, in order to be able to deal effectively with enquiries and progress work on own initiative.
- Establish and maintain good working relationships with all the Executive team, Manage the Managing Directors diary, ensuring they are kept up to date and papers are provided for meetings.
- Provide a secretarial support service to senior members of the Directorate as required.
- Deal with daily correspondence, drafting responses as appropriate. Ensure fast and accurate typing of all correspondence and reports.
- Monitor and field telephone calls to the Managing Director ensuring that any enquiries or complaints from members of the hospital staff and outside bodies are dealt with in a professional and confidential manner.
- Establish and maintain appropriate filing systems and databases, ensuring timely and accurate filing.
- Ensure information is circulated appropriately to staff within the Plan and organise meetings, including booking of venues and catering, preparing agendas, taking minutes and ensuring accurate recording and timely distribution of papers.
- Provide cover for the admin staff in their absence.

**Job Duties**
- Manage the Managing Director and Executive member calendar, schedule appointments, and coordinate meetings, both internal and external.
- Prepare agendas, take minutes and maintain accurate records of meetings and appointments. Maintain and update HPL distribution lists and ensuring Terms of Reference for all relevant meetings are reviewed as per company procedure and updated.
- Serve as the primary point of contact for the Managing Director and other Execs, filtering and relaying messages and inquiries to appropriate parties. Whilst also building and maintaining strong relationships with internal and external stakeholders, including clients, partners and vendors.
- Draft and edit correspondence, reports, presentations, and other documents on behalf of the Managing Director.
- Conduct research and gather information as requested by the Managing Director and exec directors to support decision-making and strategic planning. Keeping abreast of industry trends, company developments and relevant news to provide timely updates and insights to the Director.
- Assist in the planning, coordination, and execution of special projects and initiatives led by the Managing Director or by another executive director. Track progress, deadlines and deliverable for various projects and initiatives, and provide regular updates, producing information and reports as necessary.
- Organize and maintain electronic and physical files, documents, and records, ensuring confidentiality and accessibility as needed.
- Undertake other reasonable duties at the Directors request.

**Competencies**
- Excellent organisational and listening skills
- Highest professional ethics and professional presence
- Must be analytical and able to make informed decisions based on experience and sound instincts
- Passion for results: The ability to find creative solutions and generate results, a strong sense of urgency and the ability to infuse that in others
- Experienced at working effectively across multiple levels of an organization and building successful cross functional partnerships
- Ability to balance multiple priorities in a quick moving and change oriented environment
- Excellent verbal, and written communication skills with the ability to work within a diverse team

**Qualifications**
- Proven experience in a Personal Assistant role, preferably in a fast-paces, dynamic environment.
- Demonstrated ability to organise and manage multiple priorities in a quick moving and change oriented environment.
- Exceptional communication and interpersonal abilities.
- Proficient in Microsoft office Word, Excel and PowerPoint.

**About us**

Established in 2018 as a wholly owned subsidiary of Royal Surrey NHS Foundation Trust, Healthcare Partners Ltd (HPL) are focused on attracting, retaining, developing and advancing our workforce. We are proud to be an equal opportunity workplace and an affirmative action employer, inclusion and diversity are key to the success of our company.

If you are looking to join a dynamic company with ambitious growth plans over the next ten years, look no further. You will have the opportunity to shape your career within an organisation where talent is recognised and where we will empower you to learn and develop. We aren’t about putting people into boxes - we want people to break the mould and the boundaries to fulfil their potential. Our team here at HPL know that everything they do

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