Executive Assistant

Job Description: Executive Assistant [CEO] Job Title: Executive Assistant [CEO] Reports To: Chief Executive Officer Location: Constantia Healthcare Group, Head Office (with occasional travel to services and external meetings)

Role Purpose The Executive Assistant [CEO] plays a pivotal role in enabling the Chief Executive Officer to lead effectively across the Constantia Healthcare Group. This is not simply an administrative role — it is a strategic, trusted partnership supporting one of the most dynamic and fastevolving care organisations in the sector. The postholder acts as the right hand of the CEO — ensuring time, communication, and priorities are managed seamlessly while maintaining absolute trust, discretion, and composure. The role demands initiative, foresight, resilience, and emotional intelligence, alongside an understanding of the pace, complexity, and sensitivity of a CEO-level position. The Executive Assistant must be someone the CEO can fully rely upon — a person of sound judgement, loyalty, and integrity who remains calm, confidential, and dependable in every circumstance. They must be resilient, adaptable, and capable of operating with professionalism even when communication is fast-paced, decisions are made quickly, or priorities shift suddenly. The postholder needs to understand the intensity, responsibility, and urgency that come with leading a large, values-driven organisation, and having the maturity to respond with perspective and steadiness under pressure. You will be the face and voice of the CEO's office — building strong relationships, coordinating key projects, and ensuring the smooth flow of information across the Executive and wider leadership teams. Key Responsibilities 1. Executive Support
• Provide high-level, proactive executive assistance to the Chief Executive Officer, ensuring the smooth and efficient running of the CEO's office.
• Manage the CEO's complex diary, including scheduling meetings, travel, and internal/external engagements.
• Coordinate all aspects of travel — including booking hotels, train journeys, flights, and car arrangements — ensuring logistics are efficient, cost-effective, and wellorganised.
• Prepare full travel packs and meeting itineraries, ensuring the CEO is briefed, equipped, and ready for every engagement.
• Serve as the first point of contact for the CEO — managing correspondence, prioritising communications, and handling confidential matters with professionalism and sensitivity.
• Prepare, proof, and format correspondence, presentations, Board papers, and reports.
• Coordinate the CEO's participation in Board, investor, and stakeholder meetings, ensuring all documentation and briefing materials are accurate and timely.
• Monitor and manage the CEO's email inbox, drafting responses and managing follow-up actions where appropriate.
• Support the planning and delivery of key corporate events, conferences, and communications activities.
• Handle personal tasks and errands for the CEO with complete discretion and reliability, ensuring practical and personal matters are managed smoothly so that focus can remain on strategic leadership priorities.
• Take a proactive role in supporting the CEO's wellbeing, balance, and sustainability in their role. The postholder must recognise that a CEO's schedule can quickly become all-consuming, at the expense of family time, nutrition, rest, and recovery. The Executive Assistant is expected to pre-empt and intervene where necessary — protecting time for reflection, family, and personal commitments; ensuring hydration, breaks, and proper nourishment are not overlooked; and promoting a healthy rhythm between work and personal life. 2. Governance & Organisational Coordination
• Assist in coordinating Board and Executive Leadership Team (ELT) meetings — preparing agendas, collating reports, and capturing clear action notes.
• Follow up on actions to ensure timely completion and provide progress updates to the CEO.
• Maintain a strong working knowledge of all ongoing projects, initiatives, and priorities across the Group.
• Liaise with the Chief Financial Officer, Chief People Officer, and other Executive colleagues to ensure aligned communication and decision-making.
• Support governance and compliance processes by maintaining accurate and confidential records and ensuring deadlines are met for statutory reporting and documentation. 3. Stakeholder & Relationship Management
• Build and maintain effective relationships with internal and external stakeholders, including Board members, investors, commissioners, regulators, and partners.
• Represent the CEO and Constantia Healthcare with warmth, professionalism, and confidence in all interactions.
• Handle sensitive or high-profile communications on behalf of the CEO, using discretion and judgement at all times.
• Prepare briefing notes and background information for stakeholder meetings and visits.
• Support public relations, social media, and marketing coordination in collaboration with the Head of Story and Purpose. 4. Project & Business Support
• Coordinate and track progress across key strategic and operational projects led by the CEO.
• Manage and drive forward projects or workstreams assigned directly by the CEO — ensuring progress is maintained, actions are completed, and outcomes are achieved within expected timeframes.
• Identify and resolve obstacles that risk slowing delivery, ensuring the pace of implementation and accountability is sustained.
• Assist with research, data collation, and the preparation of strategic documentation.
• Ensure project actions are followed through to completion — monitoring outcomes and reporting progress to the CEO.
• Support communication flow between the CEO, Executive Leadership Team, Heads of Department, Regional Excellence Directors and Home Operations Managers.
• Contribute to the ongoing improvement of internal systems and processes that support operational excellence. 5. Communication & Representation
• Act as ambassador for the CEO's office — reflecting the values and professionalism of Constantia Healthcare at all times.
• Draft internal communications, announcements, and briefing notes on behalf of the CEO.
• Maintain alignment with the organisation's tone of voice and values: Where People Matter.
• Support the coordination of visits, inspections, and stakeholder events.
• Uphold the highest standard of confidentiality, trust, and integrity in all communications. 6. Operational Support
• Provide administrative and logistical support to services or teams when directed by the CEO.
• Support with ad-hoc HR, recruitment, or compliance administration tasks as required.
• Support diary coordination and executive logistics for visiting Directors or external partners.
• Manage the practical side of the CEO's travel, hospitality, and personal logistics — including bookings, itineraries, and expenses — ensuring everything runs efficiently and with minimal disruption.

Support the CEO with ad-hoc personal tasks, practical matters, and travel arrangements where discretion and trust are essential. About You You are exceptionally organised, professional, and driven by precision. You anticipate needs before they arise, act with discretion, and take pride in being a trusted extension of the CEO's leadership function. You are confident yet humble, calm under pressure, and capable of managing multiple demands with grace. You understand the pressures of an Executive role, the pace at which decisions must sometimes be made, and the need for absolute discretion and loyalty. You have a thick skin — not because you overlook tone or challenge, but because you understand context, pressure, and the demands of high-level leadership. You respond with maturity, perspective, and composure, and you are unwavering in your professionalism. You are trusted, emotionally intelligent, and capable of being relied upon to represent the CEO with confidence and care in every situation. You are also perceptive — someone who recognises when to step in, when to protect time, and when to prioritise the person behind the position. You understand that a CEO's world can easily become "always on", and you take an active role in maintaining balance, wellbeing, and humanity amidst the pace. Key Skills & Attributes
• Outstanding organisational skills and ability to prioritise in a fast-paced environment.
• High level of written and verbal communication skills, with excellent attention to detail.
• Strong relationship-building and stakeholder management ability.
• Confident with Microsoft 365 and digital collaboration tools (Teams, SharePoint, Sona, etc.).
• Capable of handling confidential and sensitive information with the utmost discretion.
• Resilient, composed, and pragmatic under pressure.
• Emotionally intelligent, with a natural warmth and ability to engage others.
• Commercial awareness and ability to support the CEO across both operational and strategic areas.
• Demonstrated loyalty, reliability, and a deep understanding of professional boundaries and trust.
• Awareness of wellbeing, health, and balance in maintaining sustainable leadership performance.

Key Performance Indicators (KPIs)
• CEO diary, meetings, and travel logistics consistently managed with accuracy, foresight, and minimal disruption.
• Board and Executive Leadership Team meetings effectively coordinated, with timely distribution of papers and clear action tracking.
• Stakeholder communication managed with professionalism and discretion, reflecting positively on the organisation's reputation.
• Projects and workstreams assigned by the CEO are delivered within agreed timescales, with progress clearly monitored and reported.
• Confidentiality and data protection standards upheld at all times.
• CEO satisfaction with support provided (measured through feedback and observation) consistently rated well.
• Demonstrable contribution to the smooth running, communication, and efficiency of the Executive Office.
• Evidence of proactive wellbeing oversight — ensuring balance, breaks, and sustainable working practices are maintained.
• Travel and accommodation arrangements delivered accurately, cost-effectively, and to schedule.
• All communication and correspondence reflect the Constantia Healthcare values and tone of voice. Behavioural Expectations
• Demonstrates the Constantia Healthcare ethos — Where People Matter — in every action and decision.
• Acts with loyalty, discretion, and respect at all times.
• Handles pressure with composure and professionalism, finding calm in complexity.
• Takes ownership, operates with initiative, and always follows through.
• Communicates with warmth, clarity, and purpose, internally and externally.
• Anticipates needs and responds with practical, thoughtful solutions.
• Upholds confidentiality and trust without exception.
• Balances drive with care — maintaining humanity, humility, and respect in every interaction.
• Models self-awareness, emotional intelligence, and resilience.
• Promotes a culture of support, accountability, and pride within the Executive Office. A Personal Note from the CEO This role is deeply important to me. The Executive Assistant is not just a professional support — they are my right hand, my trusted confidante, and my sounding board. This relationship will be built on trust, mutual respect, and absolute confidentiality.

I am looking for someone who can match pace, precision, and professionalism, but also someone who understands the human side of leadership — who can help protect the space and balance that keeps everything moving forward. In return, you can expect a relationship founded on genuine care, thoughtfulness, and appreciation. Your wellbeing, growth, and sense of belonging will matter as much as the tasks we complete. I will always take a genuine interest in you as a person, not just as a professional. In return, I expect the same level of respect, professionalism, trust, and commitment that I give — a partnership where honesty, accountability, and discretion are non-negotiable. Together, we will create calm in the chaos, order in the complexity, and excellence in every detail.

Where People Matter.

Job Types: Full-time, Permanent

Pay: From £33,500.00 per year

Benefits:

• Additional leave
• Company events
• Company pension
• Employee discount
• Free flu jabs
• Free or subsidised travel
• Free parking
• Gym membership
• Health & wellbeing programme
• On-site parking
• Paid volunteer time

Work Location: In person