Executive Assistant and Digital Services Administrator

Are you an experienced Executive Assistant looking for their next Challenge?

We have an exciting opportunity for an experienced individual to join our team as Executive Assistant and Digital Services Administrator.

Joining our team on a full time, 40 hours per week basis. This is a hybrid role with travel to our Birmingham or London office when required.

The role:

We are seeking a highly organised and proactive Executive Assistant to provide comprehensive administrative support to the Chief Digital Information Officer (CDIO) and manage the administration for the Digital Services Department within a large healthcare organisation. This role combines executive-level support with departmental administration responsibilities, ensuring seamless operations and efficient workflow within the Digital Services team.

The ideal candidate will have extensive experience in executive support, possess excellent organisational and communication skills, and be comfortable managing complex administrative tasks in a fast-paced healthcare environment. Familiarity with digital transformation initiatives is highly desirable.

Day to Day:

Executive Support for the CDIO:

• Calendar Management: Efficiently manage the CDIO's calendar, coordinating internal and external meetings, scheduling appointments, and organising events with partners and vendors.
• Communication Support: Handle phone calls, emails, and correspondence on behalf of the CDIO, drafting responses as needed and ensuring clear and professional communication.
• Meeting Preparation: Prepare agendas, take minutes, and follow up on action items for meetings led by the CDIO, including Digital Services leadership and PMO updates.
• Travel Arrangements: Organise and manage domestic and international travel for the CDIO, including accommodation, transportation, and itineraries.
• Documentation & Reporting: Assist in preparing reports, presentations, and documents for the CDIO, often involving sensitive information and requiring high attention to detail.

Departmental Administration for Digital Services and PMO:

• Administrative Coordination: Act as the primary administrative point of contact for the Digital Services Department and PMO, coordinating between teams and ensuring smooth daily operations.
• Budget & Procurement Support: Assist in budget tracking, processing invoices, and coordinating procurement requests for digital services, ensuring alignment with departmental financial protocols.
• Onboarding & Training Support: Manage onboarding for new hires within Digital Services and PMO, coordinating orientation, IT access, and training schedules with relevant teams.
• Vendor & Contract Management: Coordinate with vendors and suppliers, supporting contract management processes, renewals, and monitoring service levels for external partners.

Experience:

• Minimum of 3 years of experience in an Executive Assistant or similar administrative role, preferably within a healthcare, digital services, or IT environment.
• Proven experience supporting C-suite executives, ideally with exposure to digital transformation, project management, or healthcare operations.
• Familiarity with working in large, complex organisations with cross-functional teams.

Education:

• Qualification in Business Administration, Healthcare Administration, or a related field is desirable, but extensive experience can be substituted for formal education.

In return we'll offer you:

• Group Pension
• NHS Staff Discounts
• Enhanced Maternity
• Free Health Cash Plan
• Employee Referral Scheme
• 24 Hours Free GP Helpline
• Discounted Gym Membership
• Cycle To Work Scheme
• On-site Benefits
• Free Mortgage Broker & Insurance Cover
• Employee Assistance Programme (EAP)
• Free Eye Tests
• Car Lease Discounts
• Paid Life Assurance Company scheme
• Smart Health Toolkit- Providing you with Fitness Programmes, Nutrition consultation and Health checks

If you feel you have the right skill set we are looking for please press the APPLY buttom below.

Please Note: we do reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.