Tasks
Executive Support & Scheduling
- Manage CEO’s calendar, including scheduling internal/external meetings
- Prioritise conflicting appointments and reschedule where necessary
- Ensure CEO has sufficient prep and rest time between engagements
- Proactively flag and resolve calendar conflicts
- Prepare meeting briefings: agendas, participant bios, background notes
- Ensure CEO is prepped on strategic context and key decisions
- Take and distribute high-level meeting notes, track action items
- Coordinate meeting logistics as required (Zoom links, venues, catering, etc.)
- Support preparation for all internal company meetings, including content and logistics
- Act as a liaison between CEO and leadership team
- Attend all leadership and team meetings, ensuring note taking, dissemination of actions, and active follow-up
- Act as a sounding board for the CEO on decisions and ideas
- Maintain oversight of top-level business and team priorities
- Book flights, hotels, and transportation for domestic and international travel
- Prepare detailed travel itineraries
- Manage visas, travel insurance, and other documentation
- Adjust plans quickly when delays or issues arise
- Monitor and triage CEO’s inbox, flagging important messages
- Draft emails, memos, or speeches for internal and external audiences
- Maintain confidentiality of sensitive information
- Act as a communication gatekeeper to help CEO focus
- Manage special projects on behalf of the CEO (e.g., organisational, strategic initiatives)
- Ensure follow-through on delegated tasks
- Help CEO stay organised with virtual tools and systems
- Proactively coordinate communication with the company’s key stakeholders
- Maintain contact lists and track touchpoints
- Organise meetings and F2F events with key stakeholders
- Review all content materials that the CEO will deliver and provide commentary or analysis as required
- Compile reports, business reviews, and briefing documents
- Handle expense reports and budget tracking for the CEO
- Handle sensitive company and personal matters with discretion
- Act with diplomacy, sound judgment, and a high degree of professionalism
- Home-based in Spain.
- Minimum professional experience of 5 years as an Executive Assistant / Personal Assistant
- Proactive, dynamic, and flexible approach to work
- Excellent organisational, communication, and problem-solving skills
- Very advanced English (C2), written and spoken.
- High-level ability to use electronic office and online tools (Word, Excel, PowerPoint, SharePoint, Email, Telegram).
- Ability to be pro-active, flexible, self-driven and work independently from home office, within tight timeframes
- Experience of collaborative working in a virtual environment (with a team distributed across Europe).
- Commitment to patient-centred healthcare and the core values of patient-led organisations.
- Availability to travel.
- Full time / permanent.
- Working language is English.
- Travel up to 30 days a year.
- Home-based in Spain.
- Gross salary: 45,000-50,000 EUR/year
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