Support the CEO and senior leaders by managing complex calendars, meetings, communications, travel, events, expenses, records, and special projects. Prepare agendas, presentations, correspondence, and briefing materials; coordinate board and investor meetings; track action items, budgets, and deadlines; and handle confidential information with discretion across US and UK time zones.
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
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.
- 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.
- Plan domestic and international travel, including itineraries, accommodation and visas.
- Coordinate leadership offsites, site visits, team events and board meetings, including logistics and budgets.
- 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.
- Support special projects, including research, data gathering and tracking progress against deadlines.
- Identify ways to improve processes and tools for the executive office.
- 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.
- 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.
Similar Jobs
.png)
Fintech • Information Technology • Payments • Productivity • Software • Travel • Automation
Develops and delivers global learning content, curricula, and training programs for customer experience and operations teams. Maintains the learning management system, conducts needs analyses, evaluates learning impact, coordinates stakeholder reviews, and facilitates training across remote, hybrid, and in-person settings. Requires customer service and business travel expertise, including advanced Sabre and Amadeus knowledge.
Top Skills:
AmadeusLearning Management System (Lms)Sabre
Artificial Intelligence • Fintech • Greentech • Sales • Software • Travel • Hospitality
Own revenue analytics strategy, dashboards, reporting, and insights across Salesforce and Looker. Partner with revenue leadership on business reviews, planning, and ad hoc analysis while translating business questions into recommendations. Build automated insights using AI and gradually lead forecasting cadence, pipeline reviews, forecast calls, accuracy tracking, and forecasting model refinement.
Top Skills:
Artificial IntelligenceLookerSalesforce
Big Data • Fintech • Information Technology • Business Intelligence • Financial Services • Cybersecurity • Big Data Analytics
Provides empathetic support to customers affected by fraud, identity theft, and data breaches. Conducts incident interviews, reviews and documents case information, assesses needs, coordinates with customers, clients, specialists, creditors, and agencies, explains remediation options, manages expectations, and escalates cases requiring specialist assistance. The role requires fluent Dutch and English, strong organization, accurate recordkeeping, customer service skills, and proficiency with Microsoft Office and case management systems.
Top Skills:
Case Management SystemsCustomer Relationship Management PlatformsExcelMS OfficeOutlookWord
What you need to know about the London Tech Scene
London isn't just a hub for established businesses; it's also a nursery for innovation. Boasting one of the most recognized fintech ecosystems in Europe, attracting billions in investments each year, London's success has made it a go-to destination for startups looking to make their mark. Top U.K. companies like Hoptin, Moneybox and Marshmallow have already made the city their base — yet fintech is just the beginning. From healthtech to renewable energy to cybersecurity and beyond, the city's startups are breaking new ground across a range of industries.
