Personal Assistant to the CEO

Role overview

The Academy of Medical Sciences is looking for a Personal Assistant to the Chief Executive Officer (CEO) to provide discreet, organised, and forward-thinking executive support. This position sits within the Operations department and reports to the Chief of Staff. It is a 12-month fixed-term maternity cover role, working 37.5 hours per week.

In this role, you will be responsible for managing the CEO’s diary and inbox, coordinating meetings and travel, handling expenses, and making sure the CEO has the right briefing materials and follow-up support. You will also help protect the CEO’s time by filtering requests, tracking actions, and managing communications sensitively and professionally.

The role is based in London, UK, with a hybrid pattern that requires 50% office attendance.

Executive support

• Take ownership of complex and proactive diary planning for the CEO, making sure commitments are prioritised well in advance.
• Oversee the CEO’s inbox by reviewing incoming messages, responding where appropriate, flagging priorities, and ensuring tasks are followed through.
• Screen and handle incoming queries on behalf of the CEO, using good judgement and discretion.
• Prepare correspondence and supporting documents as needed.
• Keep the CEO office’s digital filing and record-keeping systems accurate and organised.

Gatekeeping, briefings and follow-up

• Act as a key point of access to the CEO, balancing requests, prioritising meetings, and advising on scheduling decisions.
• Work closely with the Chief of Staff, Briefing Hub Officer, and other colleagues to ensure meetings are properly prepared with briefings and papers.
• Monitor actions arising from meetings attended by the CEO and make sure follow-up is completed on time, without being responsible for delivery of the actions themselves.
• Handle protocol-sensitive interactions and communications with tact and confidentiality.

Meetings, travel and expenses

• Organise all travel and accommodation for the CEO, including schedules and supporting briefing packs.
• Set up and coordinate virtual, hybrid, and in-person meetings, including room bookings, Microsoft Teams support, and catering arrangements.
• Prepare, submit, and track expense claims for the CEO in line with Academy policies, working with Finance where needed.

Governance and corporate support

• Provide administrative support for CEO-related governance work, including meetings with Council Members, the President, and Honorary Officers where required.
• Coordinate with administrative colleagues supporting the President to align diaries where meetings or commitments overlap.
• Help organise papers, briefings, and follow-up actions linked to senior meetings involving the CEO.

Corporate events and internal coordination

• Support the planning and delivery of corporate events attended or hosted by the CEO, such as the Annual General Meeting, New Fellows’ Admissions Day, named lectures, and similar ad hoc events.
• Assist with all-staff meetings, senior leadership sessions, and cross-Academy activities involving the CEO.
• Provide diary and administrative support for short-term cross-Academy projects requiring CEO input.

Systems and information management

• Maintain records in the Academy’s CRM system (Salesforce), finance platform (Iplicit), and any other relevant digital tools.
• Support updates to internal systems and website content connected to the CEO or wider corporate activity when required.

Additional role details

Job level: Officer

Department: Operations

Reporting line: Chief of Staff

Direct reports: None

Working pattern: 37.5 hours per week

Contract length: 12 months fixed term, maternity cover

Location: London, UK; hybrid working with 50% office attendance

Application deadline: Monday 22 June 2026 at 5:00 pm

Interview timing: Interviews are expected during the week commencing 6 July 2026

Contact for enquiries: Chief of Staff, Lizzy Benedikz

Benefits

• Employer pension contribution of 8% to 13% of gross salary, with employee contributions between 3% and 8%.
• Life assurance cover equal to three times annual salary.
• Hybrid and agile working, with 50% office attendance.
• 26 days of annual leave, plus bank holidays and Christmas closure days.
• Option to buy and sell leave.
• Enhanced family-friendly policies, including maternity and paternity leave subject to qualifying period.
• Complimentary Headspace and ClassPass subscriptions to support wellbeing.
• Access to tailored learning and development support.
• Additional enhanced benefits available after probation is completed.

Candidate profile

This opportunity suits an experienced PA or Executive Assistant who is comfortable supporting a senior leader, working with confidential information, and coordinating across multiple stakeholders. The successful candidate will be highly organised, proactive, calm under pressure, and confident handling competing priorities in a professional environment.

Requirements

• Previous experience supporting a senior leader in a high-level Personal Assistant or Executive Assistant capacity.
• Strong written and spoken communication skills.
• Excellent organisation and close attention to detail.
• Confidence working with senior stakeholders and external organisations.
• Ability to balance competing priorities with discretion and good judgement.
• Strong IT capability, including Microsoft Office and CRM systems.
• Hands-on experience managing senior diaries, inboxes, travel, expenses, and briefing coordination.
• Experience with gatekeeping, tracking actions, and handling protocol-sensitive matters.
• A proactive, calm, and highly dependable approach.
• Professional, discreet, and trustworthy behaviour.
• Comfort working collaboratively with senior colleagues.
• Flexibility to adapt to changing priorities.
• Commitment to the Academy’s mission, values, and public benefit.