Job title: Executive Assistant
Salary :£38,000 to £42,000 per annum @ 1.0 WTE / 37.5 hrs per week (dependant on experience)
Contract Terms: Full-time, 1-year fixed term contract on KSS AHSN Ltd Terms (trading as Health Innovation Kent Surrey Sussex) / potential permanent contract
Hours of work: 37.5 hrs per week.
Base: Hybridwith principal place of business at The Beehive, Crawley, Sussex
Direct reports: Business Manager (with dotted line to CEO)
Job Summary:
This C-suite level executive assistant role will provide the highest-level administrative support to the Chief Executive Officer (CEO) and other Directors of the Executive Management Group (EMG) at Health Innovation KSS. This role involves a combination of strategic support, complex administrative tasks, and project management to ensure the executives can efficiently lead the company. The executive assistant will be an essential link between the executives and various stakeholders, both internal and external.
The role is responsible for managing multiple complex diaries, sensitive business communication, solving problems, responding to unexpected demands in the absence of the CEO and other members of EMG as appropriate.
Acting as the first point of contact within Health Innovation KSS the post holder will ensure a good impression is made and that Health Innovation KSS’s reputation is enhanced.
Main duties and responsibilities:
Diary management and travel arrangements
* To provide a full and confidential Executive Assistant service to the CEO and other Directors including managing multiple complex diaries and arranging associated travel and accommodation
* Efficient management of the CEO’s and other Directors diaries to ensure their time is used effectively, taking all necessary action to ensure that they are aware of appointments, changes etc.
* Support with necessary preparation ahead of key meetings, proactively ensuring papers and other necessary information is available for all meetings, chasing up in advance where not received, ensuring the CEO and other Directors are fully prepared for meetings in advance
Communication and correspondence
* Manage the CEO’s inboxes, assessing, prioritising, and determining the proper course of action, including the drafting and sending of emails on behalf of the CEO where appropriate and ensuring that any urgent or important business is brought to the attention of the CEO in good time
* Receive calls on behalf of the CEO and other Directors, taking messages or redirecting them when appropriate
* Conserve CEO time by reading, researching and managing routine correspondence including drafting letters, presentations and other documents as needed
* Handle sensitive information with the highest level of confidentiality and discretion
* Support personal communications for the CEO including drafting, developing, editing and publishing of content on appropriate Health Innovation KSS communications channels
Relationship management
* Act as the first point of contact within Health Innovation KSS ensuring a good impression is made and that Health Innovation KSS’s reputation is enhanced
* Build, develop and maintain constructive relationships with a broad range of internal and external key stakeholders
* Have knowledge and understanding of key partners and stakeholders in order to be able to prioritise meetings and correspondence on behalf of the CEO and other Directors
Project management
* Where required, assist in the planning, execution, and monitoring of various projects, ensuring milestones and deadlines are met
* Create and maintain an action log for the CEO and provide support to follow up and carry out actions
Other responsibilities
* Use own initiative to manage workload and ensure information is communicated appropriately, anticipating potential problems, and drawing the attention to the need to take timely action, where necessary.
* Assist in organising company events where required
* Provide administrative cover in other areas of the business as needed
Corporate responsibilities
* To act as part of ‘one team’.
* To promote the values of Health Innovation KSS
* To ensure effective communications within and between teams, be involved in and participate in meetings, team briefings, development days, corporate events etc.
* To engage with line manager in regular performance and development reviews against agreed objectives. To be responsible for actively identifying own development needs and committing to a personal development plan based on continuous learning.
Person Specification
Essential:
* Educated to high standard (Degree level or equivalent experience in a similar role)
* Evidence of continuous professional development; record of CPD shows strong self-development ethos and learning
Desirable:
* Specific business administration qualifications and/or training
Knowledge & experience
Essential:
* Exceptional executive assistant experience working at C-suite level in a variety of organisations
* Experience of complex diary management involving multiple diaries
* Extensive experience of arranging and organising meetings and associated travel and accommodation
* Experience dealing with a range of people at all levels
* Sufficient knowledge of director roles to enable seamless cover in their absence
* Advanced IT skills including collaborative working tools and good understanding of Microsoft Office
* Experience of managing small projects
Desirable:
* Previous experience as an C-suite Executive Assistant in a complex public sector organisation with a proven track record of achievement
Skills & Abilities
Essential:
* Excellent IT skills and confident in the use of Microsoft Office, internet, intranet, email and electronic diary management and
* Excellent personal organisational skills
* Proven interpersonal and presentation skills.
* Good communication skills both written and verbal
* Effective, fluent and confident communication style
* Ability to be resourceful, interpret and use judgment in the management, implementation and prioritisation of the workload.
* Ability to multi-task, work independently and confidently to prioritise workload and work to tight and sometimes competing deadlines.
* Ability to work unsupervised on own initiative for long periods.
* Ability to liaise effectively and establish good working relationships with staff at all levels throughout the organization.
* Ability to liaise effectively with external organisations at all levels.
* Excellent numeracy and literacy
* Team player
* Ability to maintain confidentiality
* Ability to cope effectively and calmly under pressure
* Ability to deal with all matters in a confidential, tactful and diplomatic manner.
* Ability to act as a conduit keeping the Health Innovation workforce in the loop on key issues
Desirable:
* Ability to accurately proof read critical documents
* Preparation of reports and presentations
* Use of emerging AI tools to support efficient working
Personal Style & Behaviours
Essential:
* Systematic, pro-active and professional outlook
* Has a flexible and adaptable approach to work
* Calm and unflappable
* Ability to work using own initiative, but has the ability to recognise own limits of responsibility and knowledge
* Demonstrates flexibility within working patterns
* Exhibits self-awareness
* Cheerful, confident and has a can-do attitude
Other requirements
Essential:
* Reliable work record
* Able to manage a heavy workload under pressure, often with competing deadlines
* Committed approach and empathy with the objectives of the organisation
* Good personal presentation.
Values and Behaviours
Health Innovation KSS has developed a clear vision for the direction of the company. A set of values and behaviours have also been developed and agreed to underpin this vision. Our values and behaviours framework can be found below. Applicants and employees will be expected to demonstrate an understanding of and commitment to these values and behaviours, which will be assessed through the recruitment, selection and appraisal processes.
Diversity and Equal Opportunities
It is the desire of Health Innovation KSS to broaden diversity within its workforce.
Health Innovation KSS is an equal opportunities employer and ensures that all new, existing and prospective employees are treated fairly through the principles of equal treatment and promotion of diversity.
This includes:
* ensuring that all individuals who come into contact with Health Innovation KSS, whether as employees, stakeholders or in any other capacity are treated with dignity and respect;
* ensuring that the opportunities Health Innovation KSS provides for learning, personal development and employment are made available on a non-discriminatory basis and;
* providing a safe, supportive and welcoming environment for employees, stakeholders, visitors and others.
Along with all other Health Innovation networks (HINs), we are committed to a series of pledges to further support the diversity and innovation agenda.
Next Steps
To apply for this role, you must do so by following the application process, below.
You will answer some eligibility questions as well as some which are related to your job. After the job closes, our selection panel will review your application answers and CV. It is our aim to manage our recruitment processes in a fair, consistent and unbiased way. Please be assured that your application and CV will be entirely anonymised, at this stage of the selection process.
The final deadline for applications is 10 August 2025. Initial remote interviews are expected to take place during the week commencing 18 August 2025.
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