Minerva
Executive Assistant
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Pattern
Monday to Friday (one days WFH a week)
09:00 - 17:30 (37.5 Hours a week)
Contract duration: 3 - 6 months
Start date: Early October 2026
Pay per hour: £25.00 PAYE / £30.00 UMBRELLA
About the role
This is an exceptional opportunity to join the largest independent charitable hospital in the UK, supporting 3 senior Executives at the heart of our organisation.
As an Executive Assistant, you'll be a trusted partner who enables our leaders to perform at their best. This is a fast-paced, high-profile role where no two days are the same. You'll be expertly managing competing priorities, anticipating needs before they arise, and acting as a confident ambassador for both the Executives you support and the organisation.
We're looking for someone who thrives on being one step ahead, you'll be a proactive problem solver, an exceptional organiser and a confident gatekeeper who can build credibility with senior stakeholders, Trustees, clinicians and external partners. This is a role for someone who enjoys taking ownership, isn't afraid to challenge when needed and has the confidence to make decisions and keep things moving.
As a charity, everything we do is driven by our ambition to deliver outstanding patient care while reinvesting in healthcare innovation and making a lasting difference to patients and communities.
What you’ll be doing
Executive Support
- Manage complex, fast-moving diaries and high-volume inboxes across up to three Executives, resolving conflicts, prioritising demands and ensuring they are appropriately briefed and prepared.
- Act as a key point of contact for internal and external stakeholders, handling calls, correspondence and requests with professionalism and discretion.
- Arrange travel, accommodation and itineraries where required, and process expenses accurately and promptly.
- Support onboarding and maintain accurate records of annual leave and sickness absence for teams reporting to the Executives.
- Liaise with teams across the Clinic to resolve issues and ensure actions are followed through to completion.
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Administrative and Operational Support
- Co-ordinate meetings and events, including logistics, communications, agendas etc.
- Produce high-quality agendas, slide decks and meeting packs
- Take accurate minutes and maintain action logs, ensuring agreed actions are followed up and completed.
- Draft letters and communications on behalf of Executives and support the preparation and distribution of Board reports and presentations.
- Maintain organisational charts, filing structures and administrative workflows, working with other EAs to ensure consistency and accuracy.
- Co-ordinate the purchase of equipment and supplies and support the efficient running of the Executive Office.
- Identify and implement opportunities to improve administrative processes, governance and efficiency.
- Triage and coordinate internal escalations, including patient, consultant and employee matters, ensuring they reach the appropriate people and are followed through to resolution.
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What we’re looking for
- Must have previous experience as an Executive-level PA/EA, ideally supporting senior leaders in a complex, fast-paced environment.
- Strong IT skills, particularly around producing slide decks/presentations/briefing packs.
- Demonstrates exceptional organisation, with the ability to manage complex diaries, competing priorities and tight deadlines.
- Is highly trusted and discreet, demonstrating sound judgement and integrity when handling sensitive and confidential information.
- Is proactive and solutions-focused, anticipating needs, using initiative and applying common sense to resolve issues before they escalate.
- Remains calm and composed under pressure, with excellent attention to detail and the ability to maintain high standards in a fast-moving environment.
- Builds strong, credible relationships at all levels, communicating with confidence, tact and diplomacy and working collaboratively across the Clinic.
- Has excellent written and verbal communication skills, with the ability to adapt style and tone to different audiences.
- Desirable not essential, previous experience within a healthcare setting
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