Our Purpose
We believe in unlocking the potential of people’s lives — whether they are patients regaining con-fidence, customers delivering care, or employees driving innovation. Every action we take contri-butes to helping people smile again. As Executive Personal Assistant, you will play a critical part in enabling this mission by supporting the leadership that makes it all possible.
Role Overview
We are seeking a highly capable and trusted Executive Personal Assistant (EPA) to support the Country and Hub Manager for the Nordics, Benelux, and UK, while also providing admi-nistrative and organisational support to the UK Leadership Team.
Based in Crawley, this role is essential to ensuring senior leadership operates at maximum effec-tiveness through proactive diary management, clear and timely communication, efficient travel coordination, and seamless execution of meetings and strategic events.
This position requires a discreet, detail-oriented, and proactive individual who thrives in a dyna-mic, international environment and can act as a true partner to the Country Manager. You’ll sit at the heart of our regional leadership team, helping to shape how we work together and deliver on our purpose.
Key Responsibilities & Time Allocation
1. Communication & Information Management (15%)
• Act as a trusted communication partner to the Country & Hub Manager, and Hub Leadership, ensuring internal and external messaging is aligned, timely, and impactful.
• Monitor and manage multiple communication channels (emails, Microsoft Teams, shared inbo-xes), flagging urgent matters and helping streamline response flows.
• Prepare, format, and distribute communications such as internal updates, announcements, presentation decks, and executive summaries.
• Support professional visibility for key leaders via social media (e.g. LinkedIn) and executive communications.
• Maintain structure, clarity, and consistency across shared documents and leadership materials.
This responsibility is vital in keeping the Country & Hub Manager informed, supporting clear communication across teams, and strengthening engagement across the hub.
2. Diary & Meeting Management (30%)
• Manage complex, multi-timezone diaries for senior leaders, including regular meetings, strategic reviews, and stakeholder engagements.
• Coordinate and prepare monthly UK Leadership Team and Northern European Hub (NEH LT) meetings, including agendas, minutes, and actions.
• Schedule 1:1s, mid-year and end-of-year performance reviews, internal awards, and business review cycles.
• Organise team check-ins and recurring touchpoints across departments.
3. Travel & Logistics (30%)
• Book and manage detailed travel itineraries (domestic and international) for the Country Mana-ger and UK leadership team.
• Coordinate travel, hotels, and local transport for HQ visitors and customer-facing visits.
• Lead logistics for off-site leadership meetings, events, and celebrations (e.g. Christmas party).
• Manage mileage tracking (e.g. TMC Fuel) and complex travel planning with precision.
4. Expenses & Financial Administration (10%)
• Submit and track expense claims for self and others using Concur.
• Raise and monitor purchase requisitions (PRs) and purchase orders (POs) via GEP SMART.
• Review and minimise credit card expenses, ensuring responsible and efficient spend manage-ment.
5. HR & Project/Initiative Support (15%)
• Support HR processes such as interview scheduling and onboarding coordination, in collabora-tion with HR partners.
• Assist with key strategic projects and leadership initiatives (e.g. Athena, Business Reviews, weLearn, Management Essentials).
• Coordinate employee recognition programmes and internal/external award nominations.
What You Bring
• Proven experience supporting senior executives in a fast-paced, multinational environment.
• Exceptional organisational and time-management skills, with the ability to manage multiple prio-rities calmly and efficiently.
• A high level of discretion, integrity, and professionalism — this role involves access to sensitive business and people-related information.
• Excellent written and verbal communication skills, with strong attention to detail and emotional intelligence.
• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and collaboration tools (Teams, SharePoint); experience with Concur, GEP SMART, or similar systems is a plus.
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