Executive Assistant London, England
Job description
Altrix Technology Limited is a health-tech company, with locations in London and Sheffield, specialising in the automated recruitment and placement of flexible Healthcare Professionals into the highly regulated NHS.
Altrix is different because we are technology first, ensuring automation and efficiency is at the forefront of how our users and clients experience our platform, app, and service. We are disrupting the world of temporary recruitment for specialised and regulated industries through much needed automated technologies.
By providing an Uber like solution, Altrix has four major goals:
- Automating flexible workforce recruitment and placement for the NHS;
- Considerably reducing agency costs (We estimate saving £25m p.a. for the NHS);
- Improving hourly rates for Healthcare Professionals;
- Creating a marketplace with pricing transparency.
There has never been a more exciting time to be involved with Altrix and, following the successful conclusion of a recent fundraising, we are excited about the next chapter of growth.
We are currently looking to hire an Executive Assistant to join our dedicated team. If you are creative, respectful, honest, responsible, brave, and customer focused Altrix would love to hear from you.
Role Outline
Job Title: Executive Assistant
Location: London
Role Outline and Purpose:
The Executive Assistant will be required to support and improve the productivity of the Executive and Senior Management Team by providing high quality secretarial and administrative support. As well as facility management for both Sheffield & London offices.
Salary:£35,000 - £40,000 per annum + 10% bonus
Company Benefits:
- 25 days holiday per annum + bank holidays & your birthday off
- Company Socials
- Healthcare Cash Plan Benefit Scheme
- Hybrid Working
- Flexible Working
Hours: Full Time
Tenure: Permanent
Key Tasks:
- Diary Management for the Senior Management team which involves connecting regularly to build strong partnerships and workstyles and align on priorities to ensure things happen at the right time, and in the right order.
- Adapting to new ways of working in a changing environment to provide support and services in the office and remotely, simplifying processes and communication using digital application.
- Discretion in keeping sensitive strategic, commercial, and personal matters confidential and ability to work with minimum instruction and takes initiative without being promted.
Key Deliverables:
Time Management and Meeting Planning
- Accountable for managing and prioritising Executive and Senior Management diaries, ensuring most effective use of time and creating adequate breaks, prep, and task time.
- Able to filter and prioritise requests, solve conflicts and delegate where appropriate for Executives.
- Integrate and synchroise personal commitments and actively seek these out for the full year.
- Be creative in using the calendar and creating reminders for completing tasks (apologies sent for meetings, storing meeting papers, adding travel time).
- Co-ordinate and manage every aspect of travel itinerary anticipating all needs, ensuring cost effectiveness.
- Organising company events and meetings
Meeting Preparation and minute taking
- Work with content owners on coordinating and preparing meeting papers (at least 48hrs in advance) and builds in prep time where required.
- Strong at using Microsoft application as necessary to create and edit agendas, slides, papers.
- Take accurate minutes of meetings, circulating to attendees once approved
- Maintain and manage meeting action logs, supporting exec team to achieve assigned actions.
Email Screening and expense management (Executive only)
- Develop processes to ensure urgent or timebound emails are dealt with and actions completed.
- Prepare and submit expenses on behalf of executive team in line with company policy
Stakeholder Management & Collaboration
- Develop great working relationships with stakeholders agreeing ways of working and regularly connecting to align on prioritising and building understanding.
Primary point of Contact
- Screen and filter calls and visitors acting as a gatekeeper.
Facility Management
- Ensuring resources and office supplies are restocked and being point of contact for suppliers (Ordering stationary & IT equipment).
- Manages office budget, office supplies inventory and places orders as necessary, liaises with suppliers.
- Oversee and support all administrative duties in the office and ensure that offices are operating smoothly
- Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure.
- Liaise with Serviced Office Teams
Essential Requirements
Qualifications, Education & Training
- Bachelor's degree or equivalent experience preferred (Desirable)
Skills & Knowledge
- Excellent verbal and written communication skills
- IT skills including application of Microsoft office products (MS Teams, Word, Excel, powerpoint etc)
- Awareness of NHS employment standards
Experience
- Minimum 2 years' experience as an Executive Assistant (supporting a senior leadership team) or office/administration manager and team assistant
Personal Qualities
- Ability to demonstrate Altrix’ values
- Ability to work hours flexibly as required
