PA to CEO

£35,560 + Benefits

12 months’ fixed term maternity cover

London, UK (Hybrid – 50% office attendance)

We are looking for a Personal Assistant (PA) to the Chief Executive Officer (CEO), to provide high-quality, confidential, and proactive executive support. You will be responsible for comprehensive diary and inbox management, coordination of meetings and travel, management of expenses, gatekeeping the CEO’s time, and ensuring the CEO is well-prepared through briefing and action tracking.

As PA to the CEO, you will work closely with the Chief of Staff, Briefing Hub Officer, and other relevant colleagues, to ensure the CEO’s meetings are appropriately supported with papers and briefings. You will also liaise with colleagues supporting the Academy of Medical Sciences’ President, to coordinate diaries where CEO and President activity intersects, and will manage sensitive communications with discretion and professionalism.

• Provide proactive and complex diary management for the CEO, ensuring effective prioritisation and forward planning.
• Manage the CEO’s inbox, including monitoring correspondence, prioritising and responding where appropriate, and ensuring timely follow‑up.
• Screen, triage, and manage incoming enquiries on behalf of the CEO, exercising sound judgement and discretion.
• Draft, prepare, and manage correspondence and documentation as required.
• Maintain accurate and well‑organised electronic filing systems for the CEO’s office.

• Act as a gatekeeper to the CEO, balancing access, prioritising meetings, and advising on scheduling trade‑offs.
• Work closely with the Chief of Staff, Briefing Hub Officer and colleagues to ensure meetings are appropriately briefed and supported.
• Track key actions arising from meetings attended by the CEO, ensuring follow‑up occurs and deadlines are met, without owning delivery.
• Maintain awareness of protocol, managing sensitive communications and stakeholder interactions with discretion.

• Arrange all travel and accommodation for the CEO, including itineraries and briefing packs.
• Coordinate virtual, hybrid, and in‑person meetings, including booking rooms, managing technology (Microsoft Teams), and arranging catering.
• Prepare, submit, and track the CEO’s expenses in line with Academy policies, liaising with the Finance team as required.

• Provide administrative support to the CEO in relation to governance activity, including meetings involving the Academy’s Council Members, President, and Honorary Officers, as required.
• Liaise with PAs and administrative colleagues supporting the President to coordinate diaries, particularly where joint meetings or shared commitments arise.
• Support the coordination of CEO‑related papers, briefings, and follow‑up actions arising from senior meetings.

• Support the planning and delivery of corporate events attended or hosted by the CEO. This could include the Annual General Meeting (AGM), New Fellows’ Admissions Day, named lectures, and other ad hoc events.
• Assist with coordination of all‑staff meetings, senior leadership meetings, and cross‑Academy activity involving the CEO.
• Provide diary and administrative support for ad hoc cross‑Academy projects requiring CEO involvement.

• Maintain and update records within the Academy’s Customer Relationship Management (CRM) database (Salesforce), finance software (Iplicit) and other digital systems, as required.
• Support updates to internal systems and website content related to CEO or corporate activity, where appropriate.

• Proven experience providing high-level PA or Executive Assistant support to a senior leader.
• Excellent written and verbal communication skills.
• Exceptional organisational skills and attention to detail.
• Confidence working with senior stakeholders and external organisations.
• Ability to manage multiple priorities with discretion and sound judgement.
• Strong IT skills, including Microsoft Office and CRM databases.
• Experience managing senior‑level diaries,…