Executive Assistant to CEO

EXECUTIVE ASSISTANT TO CEO 

At BrisDoc, we are looking for a highly organised and proactive Executive Assistant to provide senior-level administrative support to our CEO, senior leadership team, and Corporate Leadership Board. This role offers a unique opportunity to work at the heart of an organisation that is dedicated to improving healthcare services while ensuring strategic goals are met.

As the Executive Assistant to the CEO, you will play a key role in facilitating the smooth running of the CEO’s office by managing communications, projects, and schedules, as well as supporting organisational strategic planning and business initiatives.

Key responsibilities include: 

• Manage the CEO’s communications, including emails, contacts, diary, and meeting arrangements.
• Support the Corporate Leadership Board with administration and communications.
• Prepare and amend the CEO’s correspondence, agendas, papers, and reports.
• Coordinate CEO’s travel, expenses, and appointments.
• Project manage or support strategic work initiatives and projects from the CEO’s office.
• Take minutes for senior leadership and board meetings.
• Provide secretarial support to the Executive Chair when necessary.
• Ensure efficient office and administrative systems are in place, including the digital filing and storage of documents.
• Assist in the organisation’s strategic and business planning processes.

BrisDoc is an employee-owned social enterprise based in south Bristol that has been providing NHS healthcare for over 20 years. Serving more than 1 million patients across Bristol, North Somerset, and South Gloucestershire, BrisDoc offers a range of primary care services, including:

• Severnside Integrated Urgent Care (IUC): A 24/7 NHS urgent care service combining NHS 111 and the GP Out of Hours Service, ensuring patients receive timely medical attention when their GP practice is closed.
• In-Hours Primary Care: Operating GP practices such as Broadmead Medical Centre and Charlotte Keel Medical Practice, providing comprehensive healthcare services during standard hours.
• Homeless Health Service: Dedicated to addressing the healthcare needs of homeless individuals, offering support through clinics and outreach teams.

At BrisDoc, we are committed to promoting equity, diversity, and inclusion in everything we do. We value and respect the differences that everyone brings to the team and believe that diversity is key to delivering innovative and compassionate healthcare. We actively encourage applications from people of all backgrounds and experiences and strive to create an environment where everyone can thrive and contribute to our mission

Main Duties and Responsibilities

• Exclusive Support to the CEO: Provide personal assistance and high-level administrative support exclusively to the CEO. Manage the CEO’s schedule, appointments, and engagements to maximize their effectiveness in leading the organisation.
• Executive Communications: Draft, review, and manage the CEO’s correspondence, reports, presentations, and communications, ensuring alignment with the CEO’s vision and strategic objectives.
• Board and Leadership Meetings: Coordinate materials, agendas, and minutes for Corporate Leadership Board meetings, senior leadership team meetings, and other executive-level meetings chaired or attended by the CEO.
• Project Coordination: Provide project management or coordination for strategic initiatives or priority projects directed by the CEO, ensuring milestones are tracked and outcomes reported back to the CEO.
• Strategic Support: Assist the CEO with organisation-wide strategic planning, helping to prepare documentation, research, and materials necessary for key decision-making processes.
• External Engagement: Manage the CEO’s relationships with external stakeholders, including arranging meetings, communications, and engagements with healthcare leaders, external consultants, and professional advisers.
• Travel and Event Management: Oversee all travel, logistics, and event coordination specifically for the CEO. This includes ensuring travel schedules are aligned with strategic priorities and key meetings.
• Confidentiality and Discretion: Handle all communications, correspondence, and sensitive information with the highest level of confidentiality, acting as a trusted partner to the CEO.
• Representation of the CEO: Represent the CEO in communications with internal and external stakeholders when required, ensuring that messages are consistent with the CEO’s priorities.
• CEO-Centric Initiatives: Coordinate special projects, events, or high-profile initiatives originating from the CEO’s office, distinct from broader corporate activities handled by other departments or support.
• Act as mentor and coach: Support the professional development of others as required, including identifying improvements to work processes

Person Specification

• Ability to support the CEO in aligning day-to-day activities with the broader strategic goals of the organisation, ensuring decisions and actions reflect the company’s vision and mission.
• Able to support the CEO in long-term planning, ensuring that projects and initiatives align with business goals.
• Experience in supporting the CEO through organisational change, helping to manage transitions smoothly and ensuring continuity of operations during periods of uncertainty.
• Strong project management skills, including the ability to lead or coordinate executive-level projects and initiatives
• Significant experience in an Executive Assistant or similar support role, ideally to a senior leadership postholder.
• A strong understanding of business administration ideally in the healthcare sector.
• Excellent written and verbal communication skills, with the ability to represent the CEO in internal and external forums
• Strong organisational skills with the ability to manage competing priorities and a complex, dynamic schedule
• Strong interpersonal skills to manage relationships at all levels of the organisation and beyond.
• Ability to analyse situations, assess risks, and make decisions in uncertain or complex environments.
• Ability to foresee potential issues and implement solutions proactively to avoid disruptions to the CEO’s schedule or the organisation’s operations.
• High proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook) and other relevant tools for high-level executive support
• Able to maintain confidentiality and discretion in sensitive matters
• A flexible, team-oriented approach to work
• A strong commitment to equity, diversity, and inclusion.

Other Duties

Perform any other duties as assigned by the CEO, particularly those requiring high-level executive support, project management, and strategic oversight