Executive Assistant

You'll be the second person in the EA function, which sits within People Experience. You'll be mentored by an EA who joined HeliosX without an EA background, built the function here from scratch, and now supports five executives.

You do not need to have been an EA or PA before as we are hiring on attitude and aptitude. The practical side of the job, including diary management, travel and our systems, is learnable in the role, and you'll have someone alongside you who has done exactly that.

The pace is fast and priorities change at short notice. You'll work directly with the Executive Leadership Team from your first week, on everything from board logistics to company events. As the company expands and the EA function grows with it, the scope of the role grows too.

It is a full time, permanent position. The successful candidate will have a hybrid working arrangement based at our London HQ.

What you'll do

• Diary and calendar management

  • Own and manage diaries for three to four executive leaders in Google Calendar, resolving conflicts and adapting as priorities change.
  • Use good judgement to protect leaders' time and make sure meetings have a clear purpose and the right materials.
  • Book external meeting rooms and venues as required.

• Travel and logistics

  • Arrange domestic and international travel, including multi-leg itineraries.
  • Coordinate events and offsites, including venues, catering and materials, often to tight timelines.
  • Build a reliable network of suppliers and contacts for quick turnarounds.

• Events

  • Support ELT offsites, strategy sessions and company events, including the Christmas party, working closely with the People Experience team.

• Administrative and executive support

  • Provide first-line email support, drafting routine responses and escalating where appropriate.
  • Manage meeting logistics, actions and follow-ups.
  • Maintain organised and confidential document storage in Google Drive.
  • Manage expenses, purchase orders, contract renewals and ad-hoc administration.

• Communication and coordination

  • Act as a professional and reliable point of contact between leaders and their stakeholders, internal and external, maintaining confidentiality.
  • Build strong relationships across the business to get things done efficiently.

What you'll bring to HeliosX

Experience

• Evidence of being relied on by other people, in any setting: coordination or team support, office management, hospitality, retail, customer care, events, reception or concierge work, clinic or healthcare admin, a society or sports team, or a job held alongside study.
• Experience organising something end to end, with moving parts, other people and a deadline.
• Experience of holding confidential or sensitive information as a normal part of a role.
• Confident using Google Workspace, or evidence that you pick up new tools quickly.
• Familiarity with AI tools such as ChatGPT or Claude, or a clear interest in learning to use them well.
• Prior EA or PA experience is welcome but not required.

Capabilities

• Emotional intelligence; you pick up on how people are and adjust without being told
• Proactivity; you spot what needs doing and do it rather than waiting to be asked
• Composure; priorities here change constantly and you re-plan rather than stall
• Organisation; you have a system for tracking actions and follow-ups that holds up as volume rises
• Discretion; you handle sensitive information as a matter of judgement
• Clear communication; you write well enough that a message could go out under an executive's name, and you are direct about what happens next
• Ownership; you take on what the day needs, including the unglamorous parts

At HeliosX, we want to improve healthcare for everyone, and to do this we need a team of brilliant people who share that ambition. We are currently a diverse team of engineers, scientists, clinical researchers, physicians, pharmacists, marketeers, and customer care specialists committed to our mission - but we need more talented folks to join us if we want to achieve our global ambitions!

Aside from working with our all-star team, here are some of the other benefits you may be eligible for coming on board:

• Generous equity allocations with significant upside potential
• Annual leave allowance alongside public holidays
• Private health insurance, along with pre-existing condition, dental, and eye care cover
• Pension scheme
• Enhanced parental leave
• Cycle-to-work scheme
• Electric car scheme
• Free Dermatica and MedExpress products every month, as well as family discounts
• Annual home working and L&D allowance
• Free Headspace subscription, employee assistance programme, and discounted gym memberships