Corporate Executive Assistant

Key Responsibilities

1. Executive Leadership Support Manage complex and dynamic diaries, prioritising competing demands and ensuring strategic alignment of time. Coordinate internal and external meetings, including preparation of agendas, briefing documents, minutes and action points. Draft high-quality correspondence, reports and presentations. Act as first point of contact for executive-level communications, screening and prioritising appropriately. Maintain confidential records and handle sensitive information with discretion.
2. Marketing & Communications Administration Coordinate and administer organisational mail-outs (electronic and postal), including stakeholder briefings, newsletters, service updates and campaign communications. Maintain accurate stakeholder and partner contact databases in line with GDPR requirements. Support the preparation and formatting of marketing materials, presentations and campaign documentation. Liaise with external suppliers (e.g., printers, designers, mailing services) where required. Track distribution metrics and maintain records of engagement activity. Support website content updates and internal communications distribution (where appropriate). Assist in organising promotional events, stakeholder engagement sessions or service launches. This element of the role is administrative and coordination-based rather than strategic marketing ownership.
3. Operational & Administrative Support Provide structured administrative support across departments as required. Develop and maintain effective electronic filing and document control systems. Manage the archiving and retrieval of patient records. Coordinate travel, events and stakeholder visits. Maintain organisational templates and standardised documentation. Provide Head Office support e.g. ordering supplies, checking mail and arranging maintenance tasks. Work collaboratively with the other Corporate Executive Assistant and provide cross-cover as required.
4. Continuous Improvement Identify inefficiencies in executive and administrative processes and propose improvements. Support implementation of digital tools to improve workflow and communication. Contribute to developing professional administrative standards across the organisation.

Additional Information Confidentiality

Employees must not make unauthorised copies or disclose confidential or commercially sensitive organisation information to unauthorised parties. Employees are required to use the email and internet systems responsibly and to exercise a high level of caution when transmitting confidential information.

Behaviour

Employees are expected to observe the highest standards of personal and professional behaviour such that clients, fellow workers and others have confidence in their integrity. Employees are expected to show respect, sensitivity and courtesy to all those they encounter during their work.

Health and Safety

All employees must observe all safety rules and follow safe working practices.

No Smoking

Under the Health Act 2006, all enclosed or substantially enclosed workplaces and organisation vehicles must be smoke-free. To help to create a healthy and safe working environment and protect employees and clients from the effects of ill health associated with smoking and passive smoking, all organisation land and buildings and organisation vehicles will be designated smoke-free.

Personal Property

The organisation does not accept responsibility for personal property brought on to the organisations premises. Articles lost or found on organisation premises should be reported to a line manager. Cars are parked on the organisations property at your risk.

Registered Health Professionals

All organisation employees who are required to register with a professional body, to enable them to practice within their profession, are required to always comply with their code of conduct and requirements of their professional registration.

Safeguarding Responsibilities

All staff have a responsibility to understand and adhere to the requirements of organisation policy and protocols when dealing with Children, Young People and Vulnerable Adults. All employees must share the organisations commitment to protect, safeguard and promote the welfare of children, young people and vulnerable adults.

Information Governance

All staff have a responsibility to ensure full compliance with Information Governance at all times which includes data protection, confidentiality and information security. Staff need to understand and make themselves fully aware of all organisation policies and procedures related to information governance.