At Everlight Radiology, we’re improving access to world-class radiology reporting expertise 24 hours a day, 365 days a year, working in collaborative partnership with our hospital and healthcare clients across the UK, Ireland, Australia and New Zealand to deliver superior patient care.
Our clinically-led team of over 800 Consultant Radiologists deliver expert 24/7 radiology reporting, working in partnership with our customers to improve turnaround times and patient outcomes. We help doctors to provide better patient care through greater access to quality radiology services. As the leading global provider of teleradiology services, we help healthcare professionals meet the growing demand for high quality, responsive radiology reporting. With 24/7 access to qualified, experienced consultant radiologists, backed by smart technology, responsive support and the highest standards of accreditation and excellence, Everlight helps healthcare organisations to maintain and improve the standard of patient care.
Scope Of Position
Hours: 30 hours per week
The Executive Assistant to the Global CEO and Executive Management Team (EXCO) is a critical role that supports the Global CEO and management team in managing the strategic and operational activities of the company. This role demands a high level of professionalism, discretion, and organisational skill, as well as the ability to work in a fast-paced, global environment. The Executive Assistant / Office Manager will act as a key liaison between the CEO and EXCO and internal/external stakeholders including the Board and investors, ensuring seamless communication and coordination. You will have responsibility for day to day management of diaries, arranging a complex meeting schedule including monthly Board meetings and EXCO meetings. This includes working with the CDO and CFO in the preparation of board papers, liaising with the wider management community within Everlight to ensure that these are produced and distributed in a timely manner.
Your role will help us create a productive and safe working environment for our people and support the delivery of a great service to our doctors and colleagues, being an ambassador for Everlight Radiology’s global management team. In this role you’ll be required to work a minimum of 3-4 days in the London office.
Primary Responsibilities
Administrative Support:
* Provide comprehensive administrative support to the Global CEO, Chairman, Group CFO and EXCO, including calendar management, travel arrangements, meeting coordination, and correspondence handling.
* Manage the CEO’s email inbox, prioritise communications, and draft responses as needed.
* Prepare and organise documents, presentations, and reports for meetings as required, ensuring all materials are complete and accurate.
* Expenses management as necessary.
* Management of Everlight’s policy bank to include the rolling-policy review process and dissemination of changes, amendments and other policy additions.
Meeting Coordination
* Schedule and coordinate meetings, including board meetings, executive team meetings, and external stakeholder meetings.
* Responsible for liaising as appropriate to manage the Group’s annual board meeting cycle to include coordination and distribution of board packs and necessary arrangements for board meetings.
* Prepare agendas, take minutes, and ensure follow-up on action items.
* Organise virtual and in-person events, including logistics and attendee communications.
Communication Management
* Act as a key point of contact for the CEO, CFO and Chairman, screening and prioritising communications to ensure timely responses.
* Draft, review, and distribute internal and external communications on behalf of the CEO and EXCO when required.
* Maintain confidentiality and handle sensitive information with discretion.
Project Management
* Ad-hoc project management of specific tasks as directed from time to time (these will be varied in their nature and may require short-term re-prioritisation of workload).
* Assist in managing key projects, including tracking progress, coordinating with team members, and ensuring deadlines are met.
* Conduct research and gather data for strategic initiatives and decision-making as directed.
* Collaborate with other stakeholders globally within Everlight to ensure alignment on cross-functional projects and tasks.
* Take responsibility for supporting the organisation with its corporate and social responsibility activities.
Travel Coordination:
* Plan and manage complex travel itineraries, including flights, accommodations, ground transportation, travel visas etc.
* Ensure that travel schedules are optimised, and that all logistics are handled efficiently.
Stakeholder Engagement:
* Build and maintain strong relationships with internal and external stakeholders, including board members, customers, investors and the wider doctor community.
* Assist in preparing materials for stakeholder meetings and presentations.
* Manage special requests and ensure that the CEO and EXCO are well-prepared for interactions.
Office Management
* Collaborate with building management providers to ensure facilities are appropriate and well maintained, including ad-hoc repairs.
* Management of meeting rooms within Everlight offices.
* Ensuring annual PAT testing is carried out on all company properties.
* Coordinate and maintain records for staff office space, parking etc.
* Manage office supplies and budgets.
* Assist with ordering catering for all office functions as well as managing the visitors and passes.
* Manage all hard and soft service contracts.
* Required in the London office a minimum of 3-4 days per week.
Health & Safety
* Global coordination of Health & Safety including risk assessments and management, compliance with country legislation.
* Coordination of First Aiders and Fire Marshalls, ensuring appropriately trained officers are present within their respective office as necessary.
* Ensuring the offices are well-presented and regularly maintained.
* Lead all audits in respect to any H&S aspects inclusive of ISO & QSI audits.
* Manage contracts for all H&S providers.
* Ensure all audits and inspections are carried out as necessary.
* Assist HR & IT with new starters – walk arounds for (BCP) business continuity planning, office access, and assess any specific DSE requirements.
* Ensure that a business continuity plan is up to date for each office location.
* Distribute comms for monthly newsletters and ensure comms is distributed for training, policy updates & building related issues.
Ad hoc
* Other tasks as determined from time to time.
Experience
* Provision of discreet Executive Assistant role to a senior management team.
* Ability to work with senior external stakeholders and be an ambassador for Everlight Radiology.
* Experience in partnering with stakeholders to anticipate health & safety / office requirements.
* Knowledge of H&S best practices, legislation, and industry trends.
* Previous experience in an office management role.
Skills and Attributes
* Ability to prioritise workload and largely self-manage on a day to day basis.
* Strong stakeholder engagement skills.
* Proven track record of problem solving in a fast-paced environment and adapt depending on business demands.
* Effective communication and interpersonal skills, with the ability to build relationships, resolve conflicts, and foster a positive work environment.
* High level organisational skills and the ability to manage risk.
* Demonstrated ability to create and amend policies and procedures.
* Strong Microsoft office skills.
* Strong attention to detail.
* Ability to analyse data, draw insights, and make effective data-driven decisions.
* Discretion and confidentiality are key to this role.
Job Types: Full-time, Permanent
Schedule:
* Flexitime
* Monday to Friday
Application question(s):
* How many years of EA experience do you have?
Location:
* London (preferred)
Work Location: In person
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