Executive Assistant-Leeds, UK

SUMMARY

As an Executive Assistant you will keep Civia Health's senior leaders organized, prepared and focused on what matters most. You will support [the CEO and 1–2 C-suite leaders], the role manages complex calendars across US and UK time zones, coordinates meetings, travel and events, prepares materials, and acts as a trusted point of contact for internal teams, sponsors and partners. The role suits someone who thrives in a fast-paced, growing organization, anticipates needs before they're raised, and handles confidential information with discretion.

KEY RESPONSIBILITIES

Calendar & Time Management

• Manage complex, frequently changing calendars across US and UK time zones.
• Prioritize meeting requests and protect focus time based on business priorities.
• Schedule internal meetings, board and investor meetings, and sponsor or partner calls.

Meetings & Communications

• Prepare agendas, briefing notes and presentations; take minutes and track action items to completion.
• Draft and proofread correspondence, reports and executive communications.
• Screen and prioritize emails and calls, responding on the executive's behalf where appropriate.

Travel & Events

• Plan domestic and international travel, including itineraries, accommodation and visas.
• Coordinate leadership offsites, site visits, team events and board meetings, including logistics and budgets.

Administration & Coordination

• Process expense reports and invoices, and track budgets for the executive office.
• Maintain organized files, contact lists and document records.
• Coordinate with Finance, Human Strategy, Operations and site teams to move work forward.

Special Projects

• Support special projects, including research, data gathering and tracking progress against deadlines.
• Identify ways to improve processes and tools for the executive office.

REQUIRED EDUCATION & EXPERIENCE

• GCSEs (or equivalent).
• At least 3 years of experience as an executive or senior administrative assistant, supporting director level or above.
• Proven experience managing complex calendars and travel across time zones.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent written and verbal communication skills.
• Exceptional organizational skills, attention to detail and ability to manage competing priorities.
• Sound judgment and discretion in handling confidential information, including compensation and people matters.
• Ability to build trusted relationships with executives, employees, sponsors and partners.

PREFERRED EXPERIENCE

• Degree, HND or a relevant qualification (e.g. Level 3 Business Administration), or equivalent experience.
• Experience in healthcare, clinical research, life sciences or a start-up environment.
• Experience supporting board meetings or investor relations.
• Familiarity with expense management, e-signature and project tracking tools.