Job summary IGPF Executive Assistant (EA) will provide high-level administrative and strategic support to IGPF Board Chair, CEO and the Executive team ensuring smooth operations and effective business compliance. Responsibilities include managing executive communications, complex diary scheduling, and meeting coordination. The EA prepares reports, business plans, project documents, and will support the governance aspects of new business opportunities while also supporting information governance, board support, and company secretary duties. Additional tasks include effective and comprehensive minute-taking, organising events and meetings and liaising positively and efficiently with a wide range of stakeholders. This role requires exceptional organisation, discretion, and adaptability in a fast-paced environment. Main duties of the job Provide executive support, including meeting coordination, document preparation, and stakeholder communication. Effective minute taking and actions tracking, recording complex discussions, distilling key points and ensuring accountability for follow-up actions in board and executive meetings and any other relevant meetings. Manage complex diary scheduling, prioritisation, and conflict resolution across multiple calendars whilst maintaining a sensible, proactive approach. Manage multiple workstreams optimising workload prioritisation with ongoing successful engagement and support for relevant stakeholders. Prepare reports, action logs, business plans, projects documentation and provide support for the governance elements of new business opportunities (e.g. tenders). Successfully maintain the IGPF Contracts registry. Lead on collation and distribution of IGPF bulletins. About us Islington GP Federation (IGPF) is a growing organisation representing 31 practices; we have established ourselves as a leader in new ways of working, including running Islingtons extended access primary care services (I: HUB) as well as supporting the Islington Primary Care Networks (PCNs). Our current range of services includes the Extended Access Service, I: HUB, Community Ear, Nose, and Throat (ENT), Integrated Community Gynaecology, practice-based pharmacists and a range of practice support mechanisms. IGPF works very closely with a range of partners including the regional commissioning group, NHS England, Healthy London Partnership, Public Health, local hospitals such as UCLH and the Whittington Health and the London Borough of Islington. IGPF is the host organisation for the Primary Care Network (PCN) workforce and the Islington Training Hub and has been working for over two years to create training and development programmes that meet the needs of staff working in primary and community care settings. IGPF runs four Islington GP practices, one on a GMS contract, two on APMS contracts and one caretaking contract. Date posted 24 February 2025 Pay scheme Other Salary £40,000 to £47,000 a year Contract Permanent Working pattern Full-time, Flexible working Reference number E0031-25-0011 Job locations Unit 16-18 The Studios, Hornsey Street Holloway London N7 8EG Job description Job responsibilities The Ideal Candidate: The ideal candidate will have experience of providing comprehensive and effective executive level support at Board and Executive level; they will thrive in a fast-paced working environment managing complex schedules, high-priority tasks and confidential information. The ideal candidate will have excellent written and verbal communication skills, they will successfully manage multiple workstreams and they will anticipate challenges, identify risks, and provide proactive solutions whilst maintaining flexibility in a dynamic work environment. The Executive Assistant will successfully develop and maintain relationships with key stakeholders, with confidence and professionalism. They will have strong minute- taking and action tracking skills, summarising complex discussions effectively and presented clearly using appropriate tools (e.g. action log). The ideal candidate will have experience of company secretarial duties, including maintaining statutory records and preparing board documentation. The ideal candidate will be enthusiastic about their role and committed to continuous improvement. They will be able to concentrate on specific and demanding matters, whilst dealing with unplanned interruptions and they will be conscientious and reliable with a willingness to be flexible to meet the needs of the organisation. Key Responsibilities Executive Support: Provide high-quality administrative and organisational support to IGPF CEO, Deputy CEO, Board Chair and IGPF Executive team. Prepare reports, briefings, presentations, and documents for Board meetings, shareholder events, and external engagements. Coordinate internal and external meetings, ensuring proper documentation and follow-up actions. Maintain and manage confidential records and correspondence. Undertake a wide range of administrative duties, ensuring all information is managed correctly, filed, and followed up accordingly. Organise and schedule appointments, ensuring efficiency and prioritisation. Write and distribute emails, correspondence memos, letters, and forms. Assist in the preparation of regularly scheduled reports. Manage and distribute IGPF bulletins and key internal communications. Provide general support to visitors, ensuring a professional and welcoming environment. Support training sessions, events, and conferences provided by IGPF, including logistical arrangements and on-site assistance. Support Board and Committee administration, including agenda preparation, minute-taking, and document management. Diary Management: Prioritisation and conflict resolution: Identifying the most important meetings and proactively managing potential scheduling conflicts by proposing alternative times or rescheduling when necessary. Multi-calendar management: Coordinating across multiple calendars, including personal, work, and team calendars, to ensure accurate scheduling and visibility. Time blocking: Allocating specific time slots for different types of activities like meetings, focused work, and breaks to optimise the executive's and chairs time. Proactive scheduling: Anticipating future needs and proactively blocking time for important tasks, travel, or necessary preparation. Communication and coordination: Effectively communicating schedule changes to relevant parties, including attendees, team members, and external contacts. Meeting preparation: Ensuring all necessary materials, agendas, rooms, and MS Teams invites for all participants are ready for meetings. Flexibility and adaptability: Being able to quickly adjust schedules based on changing priorities or unexpected events. Company Secretary & Shareholder Engagement: Statutory Compliance & Record-Keeping: Maintain and update statutory records, company filings, and corporate documentation, ensuring all governance requirements are met in line with legal obligations. Board & Governance Support: Assist in drafting, reviewing, and distributing board resolutions, shareholder agreements, and governance policies, ensuring accuracy and compliance. Meeting Coordination & Documentation: Manage governance calendars, schedule board, committee, and shareholder meetings, prepare board packs, briefing notes, and ensure precise, timely minute-taking and action tracking. Regulatory & Legislative Awareness: Monitor and keep the board informed of legislative, regulatory, and compliance updates, ensuring governance practices align with current legal requirements. Shareholder Engagement & Communication: Coordinate AGMs and key governance events, while maintaining records of shareholder interests, voting rights, and corporate actions. Risk & Legal Support: Support due diligence, corporate audits, and compliance reviews, liaising with legal advisors to ensure all governance decisions are well-documented and risks are mitigated. Confidentiality & Data Protection: Ensure adherence to data protection laws, confidentiality protocols, and corporate governance best practices, safeguarding sensitive organisational and shareholder information. Process Improvement & Best Practices: Identify opportunities to enhance governance frameworks, streamline compliance procedures, and improve shareholder engagement strategies for greater transparency and efficiency. Additional Requirements: Operating office equipment (printers, fax machines) and excellent proficiency in MS Office (Word, Excel, PowerPoint, Teams). Prioritising tasks, problem-solving, and maintaining attention to detail. Strong written and verbal communication, organisational, and interpersonal skills. Maintaining confidentiality and professionalism in all aspects of work. Ability to adapt in a fast-paced environment and collaborate effectively across teams. Job description Job responsibilities The Ideal Candidate: The ideal candidate will have experience of providing comprehensive and effective executive level support at Board and Executive level; they will thrive in a fast-paced working environment managing complex schedules, high-priority tasks and confidential information. The ideal candidate will have excellent written and verbal communication skills, they will successfully manage multiple workstreams and they will anticipate challenges, identify risks, and provide proactive solutions whilst maintaining flexibility in a dynamic work environment. The Executive Assistant will successfully develop and maintain relationships with key stakeholders, with confidence and professionalism. They will have strong minute- taking and action tracking skills, summarising complex discussions effectively and presented clearly using appropriate tools (e.g. action log). The ideal candidate will have experience of company secretarial duties, including maintaining statutory records and preparing board documentation. The ideal candidate will be enthusiastic about their role and committed to continuous improvement. They will be able to concentrate on specific and demanding matters, whilst dealing with unplanned interruptions and they will be conscientious and reliable with a willingness to be flexible to meet the needs of the organisation. Key Responsibilities Executive Support: Provide high-quality administrative and organisational support to IGPF CEO, Deputy CEO, Board Chair and IGPF Executive team. Prepare reports, briefings, presentations, and documents for Board meetings, shareholder events, and external engagements. Coordinate internal and external meetings, ensuring proper documentation and follow-up actions. Maintain and manage confidential records and correspondence. Undertake a wide range of administrative duties, ensuring all information is managed correctly, filed, and followed up accordingly. Organise and schedule appointments, ensuring efficiency and prioritisation. Write and distribute emails, correspondence memos, letters, and forms. Assist in the preparation of regularly scheduled reports. Manage and distribute IGPF bulletins and key internal communications. Provide general support to visitors, ensuring a professional and welcoming environment. Support training sessions, events, and conferences provided by IGPF, including logistical arrangements and on-site assistance. Support Board and Committee administration, including agenda preparation, minute-taking, and document management. Diary Management: Prioritisation and conflict resolution: Identifying the most important meetings and proactively managing potential scheduling conflicts by proposing alternative times or rescheduling when necessary. Multi-calendar management: Coordinating across multiple calendars, including personal, work, and team calendars, to ensure accurate scheduling and visibility. Time blocking: Allocating specific time slots for different types of activities like meetings, focused work, and breaks to optimise the executive's and chairs time. Proactive scheduling: Anticipating future needs and proactively blocking time for important tasks, travel, or necessary preparation. Communication and coordination: Effectively communicating schedule changes to relevant parties, including attendees, team members, and external contacts. Meeting preparation: Ensuring all necessary materials, agendas, rooms, and MS Teams invites for all participants are ready for meetings. Flexibility and adaptability: Being able to quickly adjust schedules based on changing priorities or unexpected events. Company Secretary & Shareholder Engagement: Statutory Compliance & Record-Keeping: Maintain and update statutory records, company filings, and corporate documentation, ensuring all governance requirements are met in line with legal obligations. Board & Governance Support: Assist in drafting, reviewing, and distributing board resolutions, shareholder agreements, and governance policies, ensuring accuracy and compliance. Meeting Coordination & Documentation: Manage governance calendars, schedule board, committee, and shareholder meetings, prepare board packs, briefing notes, and ensure precise, timely minute-taking and action tracking. Regulatory & Legislative Awareness: Monitor and keep the board informed of legislative, regulatory, and compliance updates, ensuring governance practices align with current legal requirements. Shareholder Engagement & Communication: Coordinate AGMs and key governance events, while maintaining records of shareholder interests, voting rights, and corporate actions. Risk & Legal Support: Support due diligence, corporate audits, and compliance reviews, liaising with legal advisors to ensure all governance decisions are well-documented and risks are mitigated. Confidentiality & Data Protection: Ensure adherence to data protection laws, confidentiality protocols, and corporate governance best practices, safeguarding sensitive organisational and shareholder information. Process Improvement & Best Practices: Identify opportunities to enhance governance frameworks, streamline compliance procedures, and improve shareholder engagement strategies for greater transparency and efficiency. Additional Requirements: Operating office equipment (printers, fax machines) and excellent proficiency in MS Office (Word, Excel, PowerPoint, Teams). Prioritising tasks, problem-solving, and maintaining attention to detail. Strong written and verbal communication, organisational, and interpersonal skills. Maintaining confidentiality and professionalism in all aspects of work. Ability to adapt in a fast-paced environment and collaborate effectively across teams. Person Specification Values and Behaviour Essential Ability to actively promote equality, diversity and inclusion within all areas of responsibility. Commitment to and focused on quality, promote high standards in all they do. Work well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others. Consistently looks to improve what they do, look for successful tried and tested ways of working but also seeks out innovation. Adaptable to change in a busy working environment. Concentration when preparing for meetings, training and report writing. Desirable Ability to deal in calm and confident manner to diffuse confrontational situations. Ability to travel across Islington sites. Skills and attributes Essential Excellent organisational and time management skills with the ability to multitask and prioritise workload effectively. Excellent verbal and written communication and interpersonal skills and ability to identify the key messages and areas for action arising from meetings and telephone, email and personal conversations. High attention to detail and ability to maintain accurate filing/documentation systems. Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and digital collaboration tools (e.g., MS Teams, Zoom, Google Drive). Ability to work with tact and diplomacy and react sensitively when dealing with complex, sensitive or confidential information about organisations or individuals both within and outside IGPF. Ability to prepare and produce concise yet insightful communications for dissemination to senior stakeholders and a broad range of stakeholders as required. Able to concentrate on specific and demanding matters, whilst dealing with unplanned interruptions. Able to work autonomously and unsupervised, but able to recognise when it is appropriate to seek advice. Team worker, empathetic, able to remain calm and focused under pressure. Ability to meet agreed objectives and work independently as well as part of a team. Qualifications Essential Degree level of education or up to 3 years experience in an Executive Assistant role or similar. Evidence of personal and professional development Experience Essential Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting senior executives. Experience in complex diary management, including handling multiple calendars and resolving scheduling conflicts. Desirable Experience of working in NHS/Healthcare setting. Previous experience working with senior executives or Board-level support. Communication Essential An ability to maintain confidentiality and trust. Dynamic communicator, proactively resolving problems/issues. Clear communicator with excellent verbal, written and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately to a diverse and varied range of audiences consisting of internal and external stakeholders. Desirable Able to store information and data safely and securely Person Specification Values and Behaviour Essential Ability to actively promote equality, diversity and inclusion within all areas of responsibility. Commitment to and focused on quality, promote high standards in all they do. Work well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others. Consistently looks to improve what they do, look for successful tried and tested ways of working but also seeks out innovation. Adaptable to change in a busy working environment. Concentration when preparing for meetings, training and report writing. Desirable Ability to deal in calm and confident manner to diffuse confrontational situations. Ability to travel across Islington sites. Skills and attributes Essential Excellent organisational and time management skills with the ability to multitask and prioritise workload effectively. Excellent verbal and written communication and interpersonal skills and ability to identify the key messages and areas for action arising from meetings and telephone, email and personal conversations. High attention to detail and ability to maintain accurate filing/documentation systems. Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and digital collaboration tools (e.g., MS Teams, Zoom, Google Drive). Ability to work with tact and diplomacy and react sensitively when dealing with complex, sensitive or confidential information about organisations or individuals both within and outside IGPF. Ability to prepare and produce concise yet insightful communications for dissemination to senior stakeholders and a broad range of stakeholders as required. Able to concentrate on specific and demanding matters, whilst dealing with unplanned interruptions. Able to work autonomously and unsupervised, but able to recognise when it is appropriate to seek advice. Team worker, empathetic, able to remain calm and focused under pressure. Ability to meet agreed objectives and work independently as well as part of a team. Qualifications Essential Degree level of education or up to 3 years experience in an Executive Assistant role or similar. Evidence of personal and professional development Experience Essential Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting senior executives. Experience in complex diary management, including handling multiple calendars and resolving scheduling conflicts. Desirable Experience of working in NHS/Healthcare setting. Previous experience working with senior executives or Board-level support. Communication Essential An ability to maintain confidentiality and trust. Dynamic communicator, proactively resolving problems/issues. Clear communicator with excellent verbal, written and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately to a diverse and varied range of audiences consisting of internal and external stakeholders. Desirable Able to store information and data safely and securely Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Islington GP Federation Address Unit 16-18 The Studios, Hornsey Street Holloway London N7 8EG Employer's website https://www.islingtongpfederation.org/ (Opens in a new tab)