The Role
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 Generated by Built In
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.
Skills Required
- GCSEs or equivalent
- At least 3 years of experience as an executive or senior administrative assistant supporting director level or above
- Experience managing complex calendars and travel across time zones
- Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams
- Excellent written and verbal communication skills
- Exceptional organizational skills, attention to detail, and ability to manage competing priorities
- Sound judgment and discretion handling confidential information, including compensation and people matters
- Ability to build trusted relationships with executives, employees, sponsors, and partners
- Degree, HND, relevant qualification such as 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
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The Company
What We Do
Civia Health is a clinical study network and digital platform that specializes in high-performance site management and patient recruitment for chronic ambulatory conditions. The company operates retail-based research sites and a participant registry, Thrive with Civia, to streamline recruitment using AI-enabled tools, aiming to make clinical trials more accessible and human-centered for underrepresented communities.
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