Executive Assistant to the Directors

Executive Assistant to Directors

Role Details

• Location:
  Hybrid – mix of remote work and occasional in-person meetings at 60 Harley Street, London.
• Hours:
  Full-time (Working hours Monday to Friday 8 am to 5:30 pm), with flexibility to work extra hours on an ad hoc basis when necessary; occasional evening or weekend work may be required for urgent matters or events.
• Reports to:
  The two Directors and the Clinic Operations Manager.
• Salary:
  Competitive, depending on experience.
• Contract:
  12 months fixed term contract

Overview

The Executive Assistant (EA) will provide high-level, confidential administrative and operational support to two Consultant Psychiatrists who are also Company Directors. This is a crucial "right-hand" role, requiring exceptional organisation, initiative, and emotional intelligence to manage competing priorities and ensure seamless coordination across business, clinical, and strategic matters. The EA will work closely with the secretarial and operations teams.

Core Responsibilities

1. Executive and Diary Management

• Manage complex and dynamic diaries for both Directors, ensuring efficient prioritisation of clinical commitments, protected focus time, meetings, and travel.
• Anticipate Directors' needs, planning ahead to ensure smooth workflows and timely delivery of key actions.
• Prepare briefing packs, meeting papers, presentations, and reports.
• Take and circulate minutes with clear, assigned action points.
• Track and follow up on outstanding actions, ensuring completion and reporting back to the Directors.
• Handle highly confidential and sensitive information (clinical, financial, HR, or business-related) with the utmost discretion.
• Draft, review, and proofread high-level internal and external correspondences

2. Specialist Clinical Coordination

Alongside general clinical administration, the EA will provide high-level, bespoke support to the full-time clinics operated by both Directors. This service is focused on a very select cohort of patients who often present with high complexity, high sensitivity, or require enhanced confidentiality.

The EA must be able to manage, anticipate, and coordinate the full clinical workflow for these caseloads with exceptional attention to detail and a deep understanding of psychiatric care nuances. This includes:

• Primary Administrative Anchor:
  Act as the central administrative support for both Directors' clinical lists, ensuring every stage of the patient journey—from first enquiry to final letter—is handled with absolute precision, confidentiality, and professionalism.
• End-to-End Workflow Management:
  Manage clinical workflows for a small but intensive patient cohort, requiring rapid turnaround, proactive oversight, and the highest standard of service delivery.
• Quality Assurance of Documentation:
  Ensure the timely preparation and quality assurance of all clinical documentation, including:
• Assessment letters
• GP summaries
• Treatment plans
• Medication follow-up notes
• Controlled drug documentation (where appropriate)
• Multi-Agency Liaison:
  Coordinate effectively across multidisciplinary teams, external professionals, schools, referrers, legal teams, and family systems as required for complex presentations.
• Crisis Management:
  Navigate urgent, sensitive, or emotionally difficult clinical scenarios with composure, maturity, and strict confidentiality.
• Governance Adherence:
  Monitor and support adherence to key clinical governance pathways (e.g., ADHD, general psychiatry, children/young people), ensuring all requirements are met and no actions are missed or delayed.
• Risk & Issue Resolution:
  Predict, flag, and proactively resolve any emerging risks, delays, or concerns in clinical administration, often before the Directors are aware of them.
• Patient Communication:
  Manage communication with this select patient group in a manner that is:
• Warm and patient-centred
• Boundaried and professionally appropriate
• Consistent with the Directors' clinical style
• Ensure that all interactions (email, phone, written correspondence) consistently reflect the elevated, boutique-level service expected by these patients and by London Psychiatry Clinic.

3. Business and Project Support

• Assist with ongoing clinical, operational, and business projects aligned with the Directors' portfolios (e.g., service improvement, IT systems, governance, data analytics).
• Coordinate and support project delivery and cross-departmental communication as required.
• Contribute to drafting and maintaining crucial documents, templates, and process improvements.

4. Communication and Liaison

• Serve as the primary point of contact for all internal and external communications relating to the Directors.
• Maintain strong, collaborative working relationships with clinicians, secretaries, and the management team to facilitate a smooth and efficient flow of information.
• Ensure all correspondence consistently reflects the high professional standards and values of the clinic.

Candidate Profile

The Ideal Candidate

We are seeking a highly accomplished professional with the following experience and skills:

• Experience:
  Experience providing senior EA support to clinicians with high-complexity caseloads or to executives handling highly confidential and sensitive information is strongly preferred.
• Professional Background:
  Proven experience as an Executive Assistant supporting senior leaders, ideally within a clinical, healthcare, or professional services setting.
• Key Competencies:
  Exceptional organisational, written, and verbal communication skills, coupled with an uncompromising attention to detail.
• Work Style:
  Proactive, independent, and capable of managing multiple priorities, anticipating needs, and problem-solving effectively under pressure. The ability to remain calm, organised, and emotionally intelligent while supporting a small number of high-needs patients is essential.
• Systems Proficiency:
  Highly skilled in Microsoft 365 and Google Workspace. Experience with practice management systems (e.g., Carebit, Pabau) and other systems such as Canva or AI tools is a strong advantage.
• Interpersonal Skills:
  Professional, calm, and emotionally intelligent, able to interact confidently and appropriately with clinicians, patients, and external partners.
• Confidentiality:
  Proven ability to work with and protect confidential clinical, financial, and HR information.

Key Attributes

• Integrity:
  Discreet, trustworthy, and highly professional.
• Adaptability:
  Flexible and adaptable to rapidly changing priorities and high-pressure periods.
• Ownership:
  Demonstrates a strong sense of initiative and ownership of all tasks.
• Collaboration:
  A collaborative team player who facilitates effective communication across the organisation.
• Attitude:
  Demonstrates a proactive, calm, and solution-focused attitude, acting as a role model for professional standards within the clinic.

Please send your CV and covering letter to