Executive Assistant supporting three AVPs and the VP of Claims at The Doctors Company. Managing administrative tasks and assisting in department operations in a medical malpractice insurer.
About the role
- Lead Executive Assistant supporting the CEO's operations, enhancing executive effectiveness and facilitating organizational excellence. Overseeing EA functions and ensuring strategic impact across the organization.
Responsibilities
- Provide full, proactive diary and inbox management for the CEO, ensuring time is optimised and priorities are met.
- Act as primary point of contact and gatekeeper for the CEO, triaging queries and delegating where appropriate.
- Prepare meeting packs, speaking notes, briefings, and follow-up documentation.
- Coordinate internal and external engagements, including high-level stakeholder meetings, board interactions, and media or partner engagements.
- Draft and edit correspondence, presentations, and internal communications on behalf of the CEO.
- Support the CEO with forward planning, prioritisation, and decision-making prompts.
- Track actions, risks, and dependencies arising from CEO meetings and ensure timely progress.
- Although not managing direct reports the Lead EA is expected to provide day-to-day coordination, support, and guidance to the EA team to ensure balanced workloads and consistent service.
- Oversee internal events from concept to delivery, ensuring logistical excellence and high-quality attendee experience.
- Oversee office management operations in partnership with EAs and any third-party providers.
- Lead continuous improvements to office systems, ensuring efficiency, safety, and a positive working environment.
Requirements
- Advanced diary and inbox management for senior executives in complex environments
- Strong document preparation skills (briefings, presentations, agendas, minutes)
- Excellent event planning and coordination capabilities
- Understanding of office management processes and operational workflows
- Ability to create templates, processes, and standardised practices
- High proficiency in Microsoft Office and digital collaboration tools
- Strong written and verbal communication skills
- Effective stakeholder management, including handling confidential or sensitive information
- Proven ability to oversee and support a team of EAs, balancing priorities and workload
- Strong planning, organisation, and time-management capabilities
- Industry or domain knowledge is a bonus
- Highly proactive, with strong initiative and anticipation of needs
- Calm, resilient, and composed under pressure or in fast-changing situations
- Exceptional attention to detail and quality
- Professional, diplomatic, and discreet in all interactions
- Strong emotional intelligence and ability to build trusted relationships
- Collaborative and supportive team player, able to influence without authority
- Solutions-focused mindset with the ability to navigate ambiguity
- Confident decision-maker with sound judgement
- Positive, adaptable, and committed to continuous improvement
- Represents the CEO and organisation with credibility and integrity
Benefits
- Salary from £53,000.
- Generous Pension Scheme – We invest in your future with employer contributions of up to 12%.
- 30 Days Holiday + Bank Holidays – Enjoy a generous holiday allowance with the flexibility to take bank holidays when it suits you.
- Enhanced Parental Leave – Supporting you during life’s biggest moments.
- Cycle to Work Scheme – Save 25-39% on a new bike and accessories through salary sacrifice.
- Home & Tech Savings – Get up to 8% off on IKEA and Currys products, spreading the cost over 12 months through salary sacrifice.
- £1,000 Employee Referral Bonus – Know someone amazing? Get rewarded for bringing them on board!
- Wellbeing Support – Access to Mental Health First Aiders, plus 24/7 online GP services and an Employee Assistance Programme for you and your family.
- A Great Place to Work – We have a lovely Central London office in Holborn, and offer flexible and remote working arrangements.
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