Innovate Healthcare Services

Executive Assistant

The closing date is 09 November 2025

Job summary

We are looking for a highly professional and proactive Executive Assistant to provide comprehensive administrative support to our Executive Team. This role will involve managing executive schedules, coordinating meetings and events, preparing agendas and formal minutes, and ensuring timely follow-up on actions.

The successful candidate will work collaboratively with both internal and external stakeholders, handle confidential communications, and use AI-powered tools (e.g. Co-Pilot) to enhance operational efficiency. This role requires a confident communicator, who can take ownership of key administrative processes including FOI responses, leave tracking, and financial coordination.

If you thrive in a fast-paced environment and enjoy making a meaningful impact, wed love to hear from you.

Main duties of the job

Providing high-level support to Innovates Senior Leadership Team through complex diary management
Coordination of meetings and travel
Handling confidential communications
Prepare board reports, take formal minutes, and follow up on actions
Liaise with stakeholders, organise company events, and maintain accurate records

About us

As a growing company, Innovate has a range of benefits and opportunities to enable individuals to grow and experience a range of new challenges. Innovate has a commitment to develop staff and provide a supportive work life balance. Innovate is a staff led company, with a mission to provide the best technology solutions and support to our Trusts.

At Innovate, we are committed to encouraging equality, diversity and inclusion among our workforce, and eliminating unlawful discrimination. We recognise the benefits of transferable skills and a desire to learn. We encourage anyone who is interested in this role to get in touch, even if you do not meet all stated criteria.

Travel between our sites will be required for this role.

Please note, we may close this vacancy earlier than the stated closing date if we receive a high number of applications.

Date posted

20 October 2025

Pay scheme

Other

Salary

£35,674 a year

Contract

Fixed term

Duration

18 months

Working pattern

Full-time, Flexible working

Reference number

M9203-25-0035

Job locations

Warwick Hospital

Lakin Road

Warwick

Warwickshire

CV34 5BW

Job description

Job responsibilities

Provide responsive and highly professional administrative support to Executive Team members, ensuring confidentiality and contributing to the effectiveness of their roles.

Provide cover for Board-level committees, in the absence of the Executive Company Support Officer. This includes the preparation of agendas, formatting of reports, taking detailed formal minutes of the meeting/s and pursuing all actions with colleagues following the meeting.

Oversee management committees and meetings, including agenda and minute preparation, and take appropriate follow-up actions as required.

Proactively manage Executives email accounts, demonstrating sound judgement in workload management and decision-making.

Work collaboratively with the Business Support Team, providing general business administrative support to facilitate the smooth day-to-day running of Innovate.

Use AI-powered platforms to prepare documentation, minute meetings, track tasks, and to retrieve information to support operational efficiency.

Coordinate Executive Team schedules, strategically plan and organise meetings and events, including diplomatically handling cancellations and rearrangements.

Ensure Executive Team awareness of appointments and that all relevant meeting papers are available.

Act as a professional interface with internal and external stakeholders (including non-executive directors) and always projecting a positive image of the company.

Monitor and manage assigned work to ensure deadlines are met, taking responsibility for urgent issues in the absence of Executive colleagues.

Maintain and monitor annual leave, sickness absence and other periods of staff leave, ensuring systems are up to date and authorised within the required deadlines.

Coordinate responses to FOI requests and manage spreadsheets and databases.

Ensure all agendas for committee/management meetings are issued in a timely manner to the agreed standards, in association with the Company Secretary.

Keep organisational charts up to date.

Adhere to financial guidelines, coordinate the purchasing of goods and services for the Executive Team and occasionally colleagues across Innovate.

Developing and maintaining databases as required by the role.

Coordinate and plan meetings and company events as directed. This could involve sending invitations, booking venues, arranging speakers and travel, and ensuring the provision of relevant papers and materials.

Provide short-term cover for colleagues during leave periods.