Executive Assistant

2 weeks ago

Warwick CV, United Kingdom Innovate Healthcare Services Full time

Provide responsive and highly professional administrative support to Executive Team members, ensuring confidentiality and contributing to the effectiveness of their roles. Provide cover for Board-level committees, in the absence of the Executive Company Support Officer. This includes the preparation of agendas, formatting of reports, taking detailed formal minutes of the meeting/s and pursuing all actions with colleagues following the meeting. Oversee management committees and meetings, including agenda and minute preparation, and take appropriate follow-up actions as required.

Proactively manage Executives email accounts, demonstrating sound judgement in workload management and decision-making. Work collaboratively with the Business Support Team, providing general business administrative support to facilitate the smooth day-to-day running of Innovate. Use AI-powered platforms to prepare documentation, minute meetings, track tasks, and to retrieve information to support operational efficiency. Coordinate Executive Team schedules, strategically plan and organise meetings and events, including diplomatically handling cancellations and rearrangements.

Ensure Executive Team awareness of appointments and that all relevant meeting papers are available. Act as a professional interface with internal and external stakeholders (including non-executive directors) and always projecting a positive image of the company. Monitor and manage assigned work to ensure deadlines are met, taking responsibility for urgent issues in the absence of Executive colleagues. Maintain and monitor annual leave, sickness absence and other periods of staff leave, ensuring systems are up to date and authorised within the required deadlines.

Coordinate responses to FOI requests and manage spreadsheets and databases. Ensure all agendas for committee/management meetings are issued in a timely manner to the agreed standards, in association with the Company Secretary. Keep organisational charts up to date. Adhere to financial guidelines, coordinate the purchasing of goods and services for the Executive Team and occasionally colleagues across Innovate.

Developing and maintaining databases as required by the role. Coordinate and plan meetings and company events as directed. This could involve sending invitations, booking venues, arranging speakers and travel, and ensuring the provision of relevant papers and materials. Provide short-term cover for colleagues during leave periods.

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