Executive Assistant

Principal Responsibilities

Executive Support & Leadership Coordination Manage complex and fast-changing calendars for management and executive teams Coordinate internal and external meetings, including agendas, documentation, presentations, logistics, actions, and follow-up Prepare agendas, reports, summaries, and confidential correspondence Exercise sound judgment when triaging priorities, escalating urgent matters, and managing decision flow Maintain strict confidentiality and handle sensitive information with professionalism and integrity Anticipate leadership needs and proactively identify operational risks, scheduling conflicts, and workflow bottlenecks Provide high-level administrative and operational support to GP Partners and the management team Meetings, Governance & Compliance Organise governance meetings, leadership meetings, safeguarding MDTs, appraisals, training sessions, and external stakeholder meetings Coordinate meeting schedules, maintain meeting calendars, and ensure supporting documentation is circulated in a timely manner Take accurate minutes and distribute actions promptly Track actions, significant events, governance documentation, and follow-up requirements Support maintenance and oversight of governance structures, business continuity plans, policies, organisational documentation, and compliance records Assist with regulatory preparation, audits, inspections, and governance reporting requirements Maintain governance folders, training records, and operational documentation systems Operational Coordination & Workflow Management Support day-to-day operations by streamlining communication, documentation flow, and administrative processes Build and maintain repeatable systems for scheduling, meeting management, executive communications, and operational tracking Coordinate cross-functional tasks and projects to ensure deadlines are met, and priorities remain aligned Monitor operational workflows and identify opportunities for improvement and efficiency Assist with project coordination, implementation support, and operational follow-through Provide operational oversight and administrative support across departments as required Safeguarding, Training & Organisational Support Act as administrative lead for safeguarding coordination and MDT preparation Maintain safeguarding registers, action logs, and associated documentation Coordinate staff training records, compliance reporting, and training communications Organise onboarding and induction schedules for management and clinical new starters Coordinate appraisals, annual schedules, and associated documentation Support health literacy, internal communications, and organisational engagement initiatives IT, Systems & Communications Support oversight of internal systems, websites, digital platforms, communication tools, and operational software Raise and coordinate IT issues and system access requests where appropriate Maintain distribution lists, shared drives, governance folders, and document libraries Monitor shared inboxes and distribute communications appropriately Assist with website updates, campaigns, notices, and internal communications Travel, Events & Cross-Functional Collaboration Support planning and delivery of leadership events, off-site meetings, training days, and organisational initiatives Liaise with HR, Operations, Facilities, Clinical teams, and external stakeholders to support organisational priorities Serve as a key logistical and operational point of contact for internal and external events